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HomeMy WebLinkAboutLAB_Agenda&Minutes_2006Notice of Meeting of the Library Advisory Board City of Georgetown, Texas Monday, December 11, 2006 The Library Advisory Board will meet on Monday, December 11, 2006 at 06:30 PM in the Library Meeting Room, located at 808 Martin Luther King, Jr., Georgetown, Texas If you need accommodations for a disability, please notify the city in advance. Library Advisory Board Members: Anja Lippincott, Judy Johnston, Linda Nix, Marc Parrish, Patti Jennings Moore, Ruth Anne Mallory, Ruth Lawrence, Sissy Lego-Pederson, Stephanie S. Sorensen Library Advisory Board meets every third Monday of the month at 6:30 p.m. unless otherwise specified. Call to Order at 06:30 PM AGENDA: Consideration of : 1.Minutes of last meeting 2.Director’s Report Monthly statistics Employee activities Upcoming events 3.Tour of new library Consideration of and possible action on the following: 1.Introduction of library staff member and his/her duties – Eric Lashley 2Report on Georgetown Reads! – Judy Parks 3.Georgetown 2030 Plan – Ruth Lawrence 4.Possibility of a satellite library on west side of Georgetown – Eric Lashley 5.Report on capital campaign – Ruth Ann Mallory 6. Report on selection of muralist for children's room at the new library -- Linda Nix 7.Cancellation of January meeting – Judy Johnston Certificate of Posting I, Sandra Lee, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the _____ day of _________________, 2006, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Minutes of the Meeting of the Library Advisory Board City of Georgetown, Texas Monday, December 11, 2006 The Library Advisory Board of the City of Georgetown, Texas, met on Monday , December 11, 2006. Board Members Present: Anja Lippincott, Judy Johnston, Linda Nix, Patti Jennings Moore, Ruth Anne Mallory, Ruth Lawrence, Stephanie S. Sorensen Board Members Absent: Marc Parrish, Sissy Lego-Pederson Staff Present: Eric Lashley, Library Director; Anita Shaw, Library Intern Minutes Regular Meeting Minutes of the meeting of the Library Advisory Board of Georgetown, Texas December 11, 2006 OTHERS in attendance: Raphael Mittlefeldht (Williamson County Sun), Judy Parks (CTLS Lay Representative) MINUTES: The meeting was called to order by Chair Judy Johnston at 6:30 p.m. Linda Nix moved and Ruth Anne Mallory seconded that the minutes of the November meeting be approved as distributed. The motion passed unanimously. DIRECTORS REPORT: Monthly Statistics : Circulation was up for the month of November. On Monday, December 18, 2006, a training will be held for volunteers to serve as docents at the opening of the new library and during the following couple of months after the opening. More training dates will follow. The library will close on December 23, 2006, and reopen in the new building on January 20, 2007. A soft opening might take place on January 16, 2007. The due date for materials has been moved to January 20, 2007. However, the library will not charge fines until February 2, 2007, in order to avoid all books coming back on opening day. INTRODUCTION OF LIBRARY STAFF MEMBER Eric Lashley introduced Anita Shaw, temp-on-call. A former nurse, she chose to go back to school and to become a librarian . In order to graduate she had to complete an internship. Being a Georgetown resident, Anita applied at the library and has rotated through all departments. One project during the internship was the development of storytimes for children of all age groups. REPORT ON GEORGETOWN READS! The public has responded enthusiastically to the announcement of next year’s “Georgetown Reads!” book Where Dreams Die Hard . Judy Parks reported that both local bookstores had to reorder books to cover the demand. Eric Lashley added that the library has 26 copies. GEORGETOWN 2030 PLAN / POSSIBILITY OF A SATELLITE LIBRARY ON WEST SIDE OF GEORGETOWN At the public discussion of the “Georgetown 2030” plan it was mentioned that land might be purchased for a future satellite library. Ruth Lawrence asked Eric Lashley to answer following questions: Has land been purchased? If yes, where? Where is the library going in general? During the planning for the new library, a study was done regarding library branches for Georgetown . A population of at least 100,000 citizens is necessary to make a satellite branch economical. For now the City of Georgetown and the library are observing the further development of Georgetown. No land has been purchased. Eric Lashley also added that after the discussion of the plan “Georgetown 2030” the library was approached by a number of citizens from Sun City to discuss the possibility of library branch in Sun City, especially for genealogical materials. From there the discussion quickly moved to the idea of purchasing land in Sun City for a future branch. The Library Advisory Board again spoke out against a satellite branch in Sun City. The new library will open in January and it should serve the current population of the city well. REPORT ON CAPITAL CAMPAIGN Ruth Anne Mallory was not at the last meeting of the Capital Campaign, so Eric Lashley reported . Letters, which the Campaign sent out to merchants , are bringing in more donations. But the main focus remains the fund-raiser sneak-peek party on January 13, 2007. REPORT ON ARTS AND CULTURE BOARD Linda Nix announced the winner of the competition for the mural artwork in the children’s room. Tony Sansevero and his “Magical Ideas Studio” were chosen unanimously. His proposal includes a presentation on January 20, 2007, and a picture book for kids. Tony Sansevero and his team will start December 18, 2006. CANCELLATION OF JANUARY MEETING Ruth Anne Mallory moved and Stephanie S. Sorensen seconded cancelling the January meeting of the Library Advisory Board . The motion passed unanimously. TOUR OF THE NEW LIBRARY The Library Advisory Board took a tour through the new library. Patti Jennings Moore made a motion to adjourn. Ruth Lawrence seconded. The motion passed unanimously. Respectfully submitted, Anja Lippincott, Secretary Judy Johnston, Chair Notice of Meeting of the Library Advisory Board City of Georgetown, Texas Monday, November 13, 2006 The Library Advisory Board will meet on Monday, November 13, 2006 at 06:30 PM in the Library Meeting Room, located at 808 Martin Luther King, Jr., Georgetown, Texas If you need accommodations for a disability, please notify the city in advance. Library Advisory Board Members: Anja Lippincott, Judy Johnston, Linda Nix, Marc Parrish, Patti Jennings Moore, Ruth Anne Mallory, Ruth Lawrence, Sissy Lego-Pederson, Stephanie S. Sorensen Library Advisory Board meets every third Monday of the month at 6:30 p.m. unless otherwise specified. Call to Order at 06:30 PM 1.Minutes of last meeting 2.Director’s Report Monthly statistics Employee activities Upcoming events 3.Presentation by Konrad Bouffard, Classroom on Wheels Consideration of and possible action on the following: 1.Introduction of library staff member and his/her duties – Eric Lashley 2. Status of construction of new library – Eric Lashley 3.Report on capital campaign – Ruth Ann Mallory 4.Report on Public Art Panel – Linda Nix 5.Report on Georgetown Reads! – Judy Parks 6.Fees and policies for the meeting rooms in the new library – Eric Lashley 7.Smoking policy on new library property – Eric Lashley Certificate of Posting I, Sandra Lee, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the _____ day of _________________, 2006, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Minutes of the Meeting of the Library Advisory Board City of Georgetown, Texas Monday, November 13, 2006 The Library Advisory Board of the City of Georgetown, Texas, met on Monday , November 13, 2006. Board Members Present: Anja Lippincott, Judy Johnston, Linda Nix, Marc Parrish, Ruth Anne Mallory, Patti Jennings Moore, Ruth Lawrence, Sissy Lego-Pederson, Stephanie S. Sorensen Board Members Absent: Staff Present: Eric Lashley, Library Director; Judy Fabry, Library Administrative Assistant Minutes Regular Meeting Minutes of the meeting of the Library Advisory Board of Georgetown, Texas November 13, 2006 OTHERS IN ATTENDANCE: Konrad Bouffard, Judy Parks (CTLS Lay Representative) MINUTES The meeting was called to order by Chair Judy Johnston at 6:30 p.m. Linda Nix moved and Marc Parrish seconded acceptance of the minutes of the October meeting. The motion passed unanimously. DIRECTORS REPORT Monthly Statistics : The circulation was slightly down in October. Past/Upcoming events: The library will close on Saturday, December 23, due to the move into the new building. The new library will open in January 2007. Monday, November 13, was the last day to send in proposals for the mural in the new children’s area. Twenty proposals have been received. The Halloween party was very successful and well attended. Employee activities: Eric Lashley attended a meeting of the State Library and Archives Commission, where budget and funding processes were discussed. PRESENTATION BY KONRAD BOUFFARD, CLASSROOM ON WHEELS Konrad Bouffard is the executive director and founder of the non-profit organization “Classroom on Wheels”. The organization focuses on teaching pupils and everyone who is interested, at no cost, a very hands-on version of American history in an authentic old Volkswagen bus. (www.classroomsonwheelstex .org) He is asking the Board to show support for the idea and encourage the city government to financially support the organization. The Board asked Mr. Bouffard to speak to them again in February and to present a curriculum for programs that involve cooperation with the library. The members of the Board would then choose whether to recommend that the City Council give financial support to the program. INTRODUCTION OF LIBRARY STAFF MEMBER AND HIS/HER DUTIES This month Eric Lashley introduced Judy Fabry, Administrative Assistant. Judy Fabry explained that the challenge and joy of her job are the various tasks. She is responsible for the official and financial records of the library. She also keeps the Library Advisory Board and the Arts and Culture Board informed about events/news that go on in the library. Furthermore Judy writes the monthly Newsletter of the library, a monthly column in the Georgetown Newspaper “The Sun” and updates the library website. STATUS OF CONSTRUCTION OF NEW LIBRARY Eric Lashley handed out the Facilities Construction Progress Report from November 1, 2006. With less than one month until completion the construction makes progress every day, so he added just a few things: The lights are installed, the walls painted and the laying of the carpets almost done. The construction work is concentrated now on the plaza floor and the interior/exterior glass wall. Eric still hopes that everything will be finished by December 15th and that the move can start after Christmas. A soft opening will take place January 16th and the grand opening January 20th. REPORT ON CAPITAL CAMPAIGN Ruth Ann Mallory reported the members of the Capital Campaign are busy organizing the sneak peek/fundraiser party. The party will be held on Saturday, January 13, 2007, from 6 – 10 p.m. The tickets will cost $50 and include a buffet. Eric added that the Capital Campaign has so far more than $100,000 received in cash and more than $300,000 in pledges. The “High 5 Campaign” of the Friends of the Georgetown Public Library has received more than $14,000. REPORT ON PUBLIC ART PANEL Linda Nix reported that a subcommittee of the Arts and Culture Board has received 20 proposals for the murals of the children’s room in the new library. The subcommittee will decide by Wednesday, November 15, 2006, which artist/team will get the commission. REPORT ON GEORGETOWN READS! Judy Parks announced the book of the Georgetown Reads! 2007 program: “Where Dreams Die Hard” by Carlton Stowers. In this non-fiction book, the two-time Edgar Award-winning author writes about a six-man high school football team in the small town Penelope, TX, and how the team/coaches/teachers/families/observers are affected. In addition, Judy also mentioned the schedule of events. On February 6, 2007, the author, Carlton Stowers, will visit the Georgetown Public Library. A couple of weeks later (February 20, 2007) Jack Pardee, who played six-man high school football as well college football at Texas A&M and coached later college/NFL football teams, will speak at the library. On March 6, 2007, a panel discussion will take place with Coach Blue (GISD Football Coach), Paul Brandenburg (Georgetown City Manager) and Dr. Dan Hilliard (SU Professor of Sociology). Book Discussion Groups will be held at bookstores (Dog-Eared Bookstore and Hill Country Bookstore), St. John’s Methodist and the library. FEES AND POLICIES FOR THE MEETING ROOMS IN THE NEW LIBRARY Eric Lashley presented the revised fees to the Board. In addition to the revised fees he showed the proposal from Capital City Janitorial, a cleaning company. The setup and cleanup for the meeting rooms A and B will cost $70, for meeting room A or B will cost $45. After answering some general questions for members of the Board, who were absent at the last meeting, he opened the discussion. Linda Nix asked what the library would do with the profit. Will there be meeting room funds? Eric hopes he will be able to do it this way as the library has good experience with the copier and printer the patrons use. Ruth Lawrence suggested the library should try to get at least $50 out of every rent. Eric rejected this idea as well several members of the Board. Eric doesn’t want to have a gain out of the leasing of the rooms. He can live with the proposed numbers, as he knows the cleaning costs will be covered. Ruth Ann Mallroy moved and Patty Jennings Moore seconded to accept the proposal on fees and policies for the meeting rooms in the new library. The motion passed unanimously. SMOKING POLICY ON THE NEW LIBRARY The City of Georgetown is revising their ordinance about smoking in public areas. Eric Lashley reported in chapter 8.32 the city suggests that smoking is unlawful on the property of the library, including café and outdoor plazas. Linda Nix moved to support the smoking ban inside and outside of the library. Ruth Lawrence seconded the motion. The motion passed unanimously. NEXT MEETING’S AGENDA The next meeting, December 11th, 2007, will take place at the new library. Ruth Lawrence asked to put the “Plan 2030” on the agenda as well as the question of satellite library services at Sun City. Sissy Lego-Pederson asked to invite Konrad Bouffard to speak again in front of the Board in February 2007 and to present programs in cooperation with the library. Linda Nix made a motion to adjourn meeting at 7:55 p.m. Ruth Ann Mallory seconded. The motion passed unanimously. Respectfully submitted, Anja Lippincott, Secretary Judy Johnston, Chair Notice of Meeting of the Library Advisory Board City of Georgetown, Texas Monday, September 11, 2006 The Library Advisory Board will meet on Monday, September 11, 2006 at 06:30 PM in the Library Meeting Room, located at 808 Martin Luther King, Jr., Georgetown, Texas If you need accommodations for a disability, please notify the city in advance. Library Advisory Board Members: Anja Lippincott, Judy Johnston, Linda Nix, Marc Parrish, Patti Jennings Moore, Ruth Anne Mallory, Ruth Lawrence, Sissy Lego-Pederson, Stephanie S. Sorensen Library Advisory Board meets every third Monday of the month at 6:30 p.m. unless otherwise specified. Call to Order at 06:30 PM AGENDA: Consideration of : 1.Minutes of last meeting 2.Director’s Report Monthly statistics Employee activities Upcoming events Consideration of and possible action on the following: 1.Introduction of library staff member and his/her duties – Eric Lashley 2.Approval of the library’s long-range/strategic plan – Eric Lashley, Judy Johnston 4.Status of construction of new library – Eric Lashley 5.Report on capital campaign – Ruth Ann Mallory Certificate of Posting I, Sandra Lee, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the _____ day of _________________, 2006, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Minutes of the Meeting of the Library Advisory Board City of Georgetown, Texas Monday, September 11, 2006 The Library Advisory Board of the City of Georgetown, Texas, met on Monday , September 11, 2006. Board Members Present: Judy Johnston, Linda Nix, Marc Parrish, Patti Jennings Moore, Ruth Anne Mallory, Ruth Lawrence, Stephanie S. Sorensen Board Members Absent: Anja Lippincott, Sissy Lego-Pederson Staff Present: Eric Lashley, Library Director Minutes Regular Meeting OTHERS ABSENT: Judy Parks (CTLS Lay Representative) MINUTES The meeting was called to order by Chair Judy Johnston at 6:37. Minutes were approved unanimously after three corrections were made. (Respelling of Ruth Ann to Ruth Anne; Judy Parks was absent at last meeting; corrected statement “We seem to have more material on Williamson County than the Round Rock library.” by Ruth Lawrence.) DIRECTOR’S REPORT Circulation was slightly down for July because of inventory. Inventory was a great success. Very little was found missing and we were able to rearrange the adult collection in four days. Thanks to all the volunteer help, volunteer hours were high for the month of August. Science fiction section still needs to be done. There have been compliments rather than complaints. People are reading more of an author’s works and are pleased with the new arrangement. There are lots of personnel changes. Andrei Cazacu has been hired to replace Ethel Barnes in the public services position. Kate Di Pronio has resigned to accept a position as librarian in Round Rock ISD. Kyla Kothman has been hired as a reference intern, through a grant from the Friends of the Library. Robert Barber will be out for twelve weeks for hip surgery. On call temps will be hired to help fill the void. Eric explained a new free program called Library Elf which notifies library users by email when their books are about due or when materials they have on hold are available. A draft of the new library meeting room facilities, its fees, policies and rules was passed out for the board’s review. Eric briefly went over the draft and it will be discussed in detail at our next meeting. INTRODUCTION OF LIBRARY STAFF MEMBER -- TRAVIS COOK Travis is a library assistant whose duties include repairing damaged books, setting up displays, creating art work, helping with the summer reading programs, and whatever else needs to be done. He has been working at the library for a year and particularly enjoys helping patrons. He has given his notice of resigning in December to attend graduate school to work on a graduate degree in Art. APPROVAL OF LONG RANGE/STRATEGIC PLAN After minor clarifications of abbreviations (FTE, FY ) , Ruth Anne Mallory moved we accept the plan , P J Moore seconded the motion and the motion was unanimously accepted. Eric will represent it to the Council on Sept 26. STATUS OF CONSTRUCTION OF NEW LIBRARY Eric reported that the construction is going well. The exterior stone and brick work are almost done, as well as the roof. Windows have been installed. HVAC duct work is installed. Drywall has been started. They are looking at a completion date of December 2006. Eric will meet with the Council on September 26 for approval to order furniture and begin ordering on October 1, the beginning of the fiscal year. January 20, 2007, is the proposed grand opening date for the new library. REPORT ON CAPITAL CAMPAIGN $98,952.00 in cash; $271,172.55 in pledges; and $7,475.00 in High 5 FRIENDS OF THE LIBRARY Friends of the Library will be holding their Annual Meeting on September 28 at 6pm at the Parks and Recreation Admin Office on North College. Motion to adjourn by Ruth Lawrence and seconded by Ruth Anne Mallory. Motion carried. Respectfully, submitted, Linda Nix, Acting Secretary Judy Johnston, Chair Notice of Meeting of the Library Advisory Board City of Georgetown, Texas Monday, July 10, 2006 The Library Advisory Board will meet on Monday, July 10, 2006 at 06:30 PM in the Library Meeting Room, located at 808 Martin Luther King, Jr., Georgetown, Texas If you need accommodations for a disability, please notify the city in advance. Library Advisory Board Members: Stephanie S. Sorensen, Sissy Lego-Pederson, Ruth Lawrence, Ruth Anne Mallory, Patti Jennings Moore, Marc Parrish, Linda Nix, Judy Johnston, Anja Lippincott Library Advisory Board meets every third Monday of the month at 6:30 p.m. unless otherwise specified. Call to Order at 06:30 PM AGENDA: Consideration of : 1.Minutes of last meeting 2.Director’s Report Monthly statistics Employee activities Upcoming events Consideration of and possible action on the following: 1.Introduction of library staff member and his/her duties – Eric Lashley 2Presentation of results of the customer service survey conducted during June – Eric Lashley 3.Updating the library’s long-range/strategic plan – Eric Lashley, Judy Johnston 4.Status of construction of new library – Eric Lashley 5.Report on capital campaign – Ruth Ann Mallory 6In-library store proposed for new library building – Eric Lashley 7.Whether an August meeting is necessary – Judy Johnston Certificate of Posting I, Sandra Lee, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the _____ day of _________________, 2006, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Minutes of the Meeting of the Library Advisory Board City of Georgetown, Texas Monday, July 10, 2006 The Library Advisory Board of the City of Georgetown, Texas, met on Monday , July 10, 2006. Board Members Present: Anja Lippincott, Judy Johnston, Linda Nix, Ruth Anne Mallory, Ruth Lawrence, Sissy Lego-Pederson, Stephanie S. Sorensen Board Members Absent: Marc Parrish, Patti Jennings Moore Staff Present: Eric Lashley, Library Director Minutes Regular Meeting Minutes of the meeting of the Library Advisory Board of Georgetown, Texas July 10, 2006 MINUTES The meeting was called to order by Chair Judy Johnston at 6:30 p.m. Ruth Lawrence moved and Linda Nix seconded acceptance of the minutes of the June meeting with the correction that Ruth Anne Mallory was excused at the June meeting. The motion passed unanimously. DIRECTORS REPORT Monthly Statistics : The visits were slightly down, nevertheless the circulation was slightly up. The number of discarded titles is going up in preparation for the move and the upcoming inventory. The library was closed on Sunday, June 25, due to a power surge knocking out the AC, computer and the phone systems. It happened the previous night and caused a small fire in the AC closet. The AC was repaired on Monday, June 26, around noon. The staff conducted interviews for the replacement of Ethel Barnes. Eric reported that the library made an offer on July 10 and the candidate accepted. Depending on the drug screen test , criminal background check and other City procedures , he may start next Monday. INTRODUCTION OF LIBRARY STAFF MEMBER AND HIS/HER DUTIES This month Eric Lashley wanted to introduce Travis Cook, but he is on vacation . He will speak to the Library Advisory Board at the next meeting. PRESENTATION OF RESULTS OF THE CUSTOMER SERVICE SURVEY The staff and Eric Lashley are still working on the location survey, but he gave a brief update. The primary traffic area of the library is the computer area, but these users were not using other parts of the library. The survey also revealed that the computer area is also highly used by the African-American and Hispanic population. The location survey showed also that the Texas History Room was mostly empty, which is consistent with the user survey (88.92%). Ralph Love was out at the time of survey, but he does get most of the questions via the phone , via email or from travelers coming in just for their research. Ruth Lawrence made the point, that the Texas History Room is not very well advertised, even though Georgetown seems to have more materials on Williamson County than Round Rock does*. In response, Eric expressed his hope that the records from the Georgetown Heritage society will boost utilization of this resource. Attendance at meetings of the Williamson County Historical Museum and the Georgetown Heritage Society, which may be held in the community rooms of the new library, may increase usage of the genealogy material. Stephanie Sorensen interjected another reason for the low usage of the room: All the materials displayed there are available over the Internet. (*Clarification added after correction at 9/11/06 meeting by Ruth Lawrence.) 424 people answered the Customer Satisfaction Survey. Overall the users are satisfied with the library. Eric was very pleased with the high satisfaction marks the library received at the Check-Out desk (80.90%), the Reference desk (53.07%) etc. Only nine library patrons weren’t satisfied with the operating hours, another nine with the materials (asking for more, especially DVDs) and three with the bad coverage of the children’s area desk. Eric was disappointed about the rare usage of the online-catalogue (32.31%). Interestingly the access on the library’s website is much higher (42.22%). Eric expected it to be more equal. But the numbers prove many people just come to the library and browse the shelves . Some of the changes that people asked for in their survey responses are already planneed for the new library: drive-up book-drop, coffee shop, more comfortable furniture, longer open hours (Monday-Saturday opening at 9 a.m., Sunday hours remain the same ), and better coverage of the children’s desk . Ruth Lawrence asked if there would be enough employees in the new library since the City rejected some of the requested positions. Eric answered that the goal is to have a minimum of six people working at all time (one person in the kids room, two upstairs and three downstairs). Instead of authorizing a maintenance person for the new building, the City suggested that use fees from the meeting rooms be used to pay for a maintenance person. Although the City did not authorize a full-time tech support person for the library, funds will be allocated to upgrade an existing position to include technical responsibilities or to include computer support as part of the job description in the upcoming job listings. Some survey respondents asked for a branch of the library in Sun City and Judy Johnston mentioned that Marc Parish is looking into the possibility of at least having a book drop there , maybe at the fire station. Eric responded that establishing a book drop in one neighborhood would encourage others neighborhoods to ask for them. Logistically and financially, this is not feasible. The Board agreed. UPDATING THE LIBRARYS LONG-RANGE/STRATEGIC PLAN The subcommittee (Judy Johnston, Linda Nix, Marc Parish) and Eric Lashley met on Thursday, July 6, 2006. Eric passed out the new draft of the long-range/strategic plan. Layout changes were made to allow easier reading. Changes to the contents of the plan included Marc’s suggestion to create an electronic forum for comments on library services, materials, book reviews and also to pose genealogy questions (Goal I/Objective 5). Eric added he already spoke with the webmaster about this idea. Many goals and objectives are in the plan because the State of Texas mandates them (goal IV - goal VI). The most changes were made on Goal VII (Promote the arts and culture in the City of Georgetown) as the Library Advisory Board had discussed this point. Goal VII is still in the plan because the administrators see the new library as becoming a meeting place for art and culture. Many cultural events will happen in the new building. The library also provides a staff liaison for the Arts and Culture Board. Ruth Lawrence recommended drafting a common calendar for Georgetown where all cultural and artistic events of the Library, Southwestern University, the Downtown Georgetown Association, Georgetown High School, and the Recreation Center, among others, are displayed together. This would not only allow an easier overview, but also make it possible to coordinate events. Eric said that the Arts and Culture Board already had discussed an online calendar. It just has to set a deadline. He will mention it on the next Arts and Culture Board meeting. The updated long-range/strategic plan will be presented to the City for approval. There is still time for changes. Eric asked the board to go over the revised plan and to make suggestions for improvement before the Library Advisory Board meeting in September. STATUS OF CONSTRUCTION OF NEW LIBRARY Eric Lashley handed out the Facilities Construction Progress Report from June 30, 2006, and gave a short update on the newest developments. ·On the outside, the wall for the coffee shop is up and the workers have started with the southern wall. The concrete for the sidewalks is poured and the front stairway is formed. In the next weeks the stone and the brick will go up. On the inside, construction work has begun on the HVAC system. ·After finishing most of the outside work, the construction will move inside to install the dry wall, the electrical system, etc. The last step will be the terrazzo floor. Eric will organize another “Hard Hat Tour” for the coming weeks. He also passed around picture examples of the furniture selection (style, not color). The final furniture selection will happen by August 1. REPORT ON CAPITAL CAMPAIGN Ruth Anne Mallory reported that the Campaign raised $213,516 in pledges and $89,677 in cash. Eric Lashley added that today he got another check for more than $100, so the cash amount rises to $89,777. The contract with Michael Bacon, the consultant who has been working with the Capital Campaign Committee, has ended. The group is now reorganizing itself and refocusing. They will back off the plan to concentrate mainly on large donation amounts and instead promote programs where every amount is welcome. In September the publicity campaign starts with a series of articles promoting the new library and updates on the pledges. IN-LIBRARY STORE PROPOSED FOR NEW LIBRARY BUILDING Some time ago the Friends of the Library (FOL) approached Eric Lashley with the idea of an in-library store. He has proposed space for a store on the second floor of the new library. During discussions with Helen MacAskill, Martha Lawlor and Judy Johnston, Eric Lashley made clear that the FOL has to run it without involving library staff. This means a long-term commitment. They will have to pay for the outlay of the store and equipment to lock up the store when it is closed. The legal issues are taken care of. Library books are not seen as surplus material. That means the library can give books to the FOL and they can sell them. All donations given to the library would go to the FOL. Only bestsellers would be added to the library collection. Currently, Eric is not satisfied with the look of the book sale area, but the library still makes an average of $20 per day. The money goes directly to the library and is used to buy books, cards etc. He is concerned that the new arrangement would force him to go to the FOL to get money that is readily available now. Eric displayed pictures of the store in the Seattle Public Library. The shop is based on library compact shelving. It opens and closes using a track mounted in the floor. In addition to books, the shop offers merchandise such as cards, bags and artwork. This shelving system is very expensive and not feasible for the new library. Design possibilities that are considered are 1) shelving that can be moved apart; 2) cubicle walls that can be used as dividers with a small opening that may be closed off; 3) four corners that come apart to a center. Eric mentioned that he would talk with the Sun City Woodworking Club. Maybe if the library pays for the material, they would donate the labor. The cooperation would depend on the costs. Eric introduced the topic to the agenda to find out what the Advisory Board thinks about the proposed idea. Judy Johnston, who coordinates the volunteers working at the library, mentioned that the FOL have a steady stream of people willing to help. For some to work in the shop could be a welcome diversion from shelving books. In this context she recommended to have shifts of 2 hours. Through talks with Helen MacAskill and Martha Lawlor, she reported that the FOL is thinking about selling more than just books. Ruth Lawrence disagreed; the sale should be limited to books and CDs. Other merchandise, such as bags, art work or stationary, should not be included. Linda Nix intervened on this point, suggesting the shop should start small, to see how it goes. Maybe later the shop could increase the merchandise. Sissy Lego-Pederson made the point that the prices have to be reasonable. Eric suggested handling pricing as the library does it now: the buyer decides for himself how much he would like to donate. Or, if the FOL insists on prices, they could be posted as “suggested” prices. This would still avoid charging sales taxes. Judy Johnston remarked that fixed prices are more for the rare book collection and the sales tax is unavoidable. Even as the Advisory Board reacts positively to idea of an internal bookstore, there are still two concerns. The yearly book sale was a big event in the city. Many people look forward to it. An event of this size will not be possible, as the library hasn’t the storage room to collect donated books over a long period of time. There are already talks about having a book sale in another form. Maybe it will happen twice a year, using the community rooms of the new library. The other issue is that since the bookstore wouldn’t have to pay rent, it might be perceived to be unfair competition for other local used bookstores, such as Dog-Eared Books. AUGUST MEETING Judy Johnston asked the board if it would be necessary to have a board meeting in August. Ruth Anne Mallory moved and Linda Nix seconded that there will be no Library Advisory Board meeting in August. The motion passed unanimously. Linda Nix made a motion to adjourn. Sissy Lego-Pederson seconded. The motion passed unanimously. Respectfully submitted, Anja Lippincott, Secretary Judy Johnston, Chair Notice of Meeting of the Library Advisory Board Strategic Plan Committee City of Georgetown, Texas Thursday, July 6, 2006 The Library Advisory Board Strategic Plan Committee will meet on Thursday, July 6, 2006 at 01:00 PM in the Library Meeting Room, located at 808 Martin Luther King, Jr., Georgetown, Texas If you need accommodations for a disability, please notify the city in advance. Library Advisory Board Strategic Plan Committee Members: Judy Johnston, Linda Nix, Marc Parrish Library Advisory Board Strategic Plan Committee meets every third Monday of the month at 6:30 p.m. unless otherwise specified. Call to Order at 01:00 PM Agenda: 1.Consideration of customer service surveys collected in June 2006 and changes to the library's Strategic Plan. Certificate of Posting I, Sandra Lee, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the _____ day of _________________, 2006, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Notice of Meeting of the Library Advisory Board City of Georgetown, Texas Monday, June 12, 2006 The Library Advisory Board will meet on Monday, June 12, 2006 at 06:30 PM in the Library Meeting Room, located at 808 Martin Luther King, Jr., Georgetown, Texas If you need accommodations for a disability, please notify the city in advance. Library Advisory Board Members: Anja Lippincott, Judy Johnston, Linda Nix, Marc Parrish, Patti Jennings Moore, Ruth Anne Mallory, Ruth Lawrence, Sissy Lego-Pederson, Stephanie S. Sorensen Library Advisory Board meets every third Monday of the month at 6:30 p.m. unless otherwise specified. Call to Order at 06:30 PM AGENDA: Consideration of : 1.Minutes of last meeting 2.Director’s Report Monthly statistics Employee activities Upcoming events Consideration of and possible action on the following: 1.Introduction of library staff member and his/her duties – Eric Lashley 2Updating the library’s long-range/strategic plan – Eric Lashley 3.Status of construction of new library – Eric Lashley 4.Report on capital campaign – Ruth Ann Mallory 5Friends of the Library annual book sale – Judy Johnston cc: Sandra Lee Division Directors Certificate of Posting I, Sandra Lee, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the _____ day of _________________, 2006, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Minutes of the Meeting of the Library Advisory Board City of Georgetown, Texas Monday, June 12, 2006 The Library Advisory Board of the City of Georgetown, Texas, met on Monday , June 12, 2006. Board Members Present: Stephanie S. Sorensen, Ruth Lawrence, Patti Jennings Moore, Marc Parrish, Linda Nix, Judy Johnston Board Members Absent: Sissy Lego-Pederson, Ruth Anne Mallory, Anja Lippincott Staff Present: Eric Lashley, Valerie Ruiz Minutes Regular Meeting ABSENT: Anja Lippincott (excused), Sissy Lego Pederson (excused), Ruth Ann Mallory (excused) MINUTES: The meeting was called to order by Chair Judy Johnston at 6:30 p.m. Motion by Ruth Lawrence, seconded by Linda Nix, to accept the minutes as corrected to reflect the fact that Stephanie Sorensen was not present at the May meeting. The motion passed unanimously. DIRECTORS REPORT: Monthly Statistics : Circulation was up. Employee activities: ·Ethel Barnes retired on May 24 after 17 years of service. ·Inventory will take place this year July 31-August 4. All of the fiction collections will be combined at that time, requiring nearly all of the books to be removed from the shelves. Help would be appreciated. ·Having the trial furniture in the library was very helpful. Some of the chairs were not comfortable. ·Eric is meeting with the directors of the other Williamson County libraries. They are discussing establishing a consortium of public libraries to standardize automation systems and lower costs. Round Rock is considering changing their automation vendor and Cedar Park just changed vendors. If all of the libraries in the county purchased automation as a consortium the cost would be lower and the libraries’ catalogs could be combined . The group is going to talk with a vendor in August. The start-up cost of this project would be high but there is the possibility of applying for grants to help with costs. ·The library received $6250 from the Bill and Melinda Gates Foundation for hardware for the public access computer system. ·The children’s programs are well attended and the teen program is going well. ·Kate DiPronio is attending the Tall Texans leadership institute this week. INTRODUCTION OF LIBRARY STAFF MEMBER – VALERIE RUIZ Valerie is a public services assistant at the circulation desk. She also helps with book orders, handles donations, works at the reference desk, helps Rosa in the children’s room, works with the Helping Hand tutoring program, and this summer is helping Kate DiPronio with the teen program. UPDATING THE LIBRARY’S LONG-RANGE STRATEGIC PLAN Library users will be asked to fill out a survey about their level of satisfaction with the services of the library. Also, every hour a location survey will be done by staff to see who is in the library and which materials or services they are using. This will be done to help decide how the circulation desk should be staffed. The survey will be the first step in revising the library’s Long-Range Plan. The second step will be to form a subcommittee to review the survey results and revise the existing plan. Linda Nix, Marc Parish and Judy Johnston will be members of the subcommittee. STATUS OF CONSTRUCTION OF NEW LIBRARY Eric Lashley handed out drawings of the design for the children’s room and a construction progress report from the City’s facility’s manager. The children’s room will have a jungle theme and seating will have animal shapes laser-cut into the backs. Eric expects that the Board will be able to take another hard-hat tour soon. REPORT ON CAPITAL CAMPAIGN More than $207,301 has been pledged and more than $88,000 has been received. Eric handed out invitations to the fund-raiser that will be held at Howard and Joan Dudding’s home on June 22. There will be more events in the future. The committee hopes to capitalize on the Summer Reading Program with a campaign to get kids to donate change. FRIENDS OF THE LIBRARY BOOK SALE Judy Johnston reported that the Friends sold 14,500 books and Chris and Lana Cagle bought all of the left-overs. The sale brought in 42 new members and 47 membership renewals. Gross receipts for the sale were $13,000 and $1,130 for memberships. Profit will probably be about $9,000 since expenses were high this year. In addition, before the sale began, library staff members took about $3,000 worth of materials to add to the library collections. AGENDA ITEMS FOR NEXT MONTH ·Survey results ·In-library bookstore Motion to adjourn by Linda Nix, seconded by Marc Parrish. Motion carried. Respectfully submitted, Patti J. Moore, Acting Secretary Judy Johnston, Chair Notice of Meeting of the Library Advisory Board City of Georgetown, Texas Monday, May 8, 2006 The Library Advisory Board will meet on Monday, May 8, 2006 at 06:30 PM in the Library Meeting Room, located at 808 Martin Luther King, Jr., Georgetown, Texas If you need accommodations for a disability, please notify the city in advance. Library Advisory Board Members: Anja Lippincott, Judy Johnston, Linda Nix, Marc Parrish, Patti Jennings Moore, Ruth Anne Mallory, Ruth Lawrence, Sissy Lego-Pederson, Stephanie S. Sorensen Library Advisory Board meets every third Monday of the month at 6:30 p.m. unless otherwise specified. Call to Order at 06:30 PM Consideration of : 1.Minutes of last meeting 2.Director’s Report Monthly statistics Employee activities Upcoming events Consideration of and possible action on the following: 1.Introduction of library staff member and his/her duties – Eric Lashley 2.Library Budget for 06-07 – Eric Lashley 3.Updating the library’s long-range/strategic plan – Eric Lashley 4.Status of construction of new library – Eric Lashley 5.Report on capital campaign – Ruth Anne Mallory 6.Georgetown Reads! – Judy Parks 7.Friends of the Library general meeting on April 20 and annual book sale – Judy Johnston Certificate of Posting I, Sandra Lee, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the _____ day of _________________, 2006, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Minutes of the Meeting of the Library Advisory Board City of Georgetown, Texas Monday, May 8, 2006 The Library Advisory Board of the City of Georgetown, Texas, met on Monday , May 8, 2006. Board Members Present: Anja Lippincott, Judy Johnston, Linda Nix, Patti Jennings Moore, Ruth Anne Mallory Board Members Absent: Marc Parrish, Ruth Lawrence, Stephanie S. Sorensen, Sissy Lego-Pederson Staff Present: Eric Lashley, Kathleen Bowling Minutes Regular Meeting MEMBERS IN ATTENDANCE: Judy Johnston, Anja Lippincott, Ruth Anne Mallory, Patti Jennings Moore, Linda Nix, Stephanie S. Sorensen* MEMBERS ABSENT: Ruth Lawrence (excused), Marc Parrish, Sissy Lego-Pederson (excused), Stephanie S. Sorensen (*as corrected by Sorensen at the June 12, 2006 meeting ) STAFF IN ATTENDENCE: Eric Lashley, Kathleen Bowling OTHERS IN ATTENDANCE: Judy Parks (CTLS Lay Representative) MINUTES: The meeting was called to order by Chair Judy Johnston at 6:30 p.m. Linda Nix moved and Patti Jennings Moore seconded that the minutes of the April meeting be approved as distributed. The motion passed unanimously. DIRECTOR’S REPORT: Eric Lashley thanked Ruth Lawrence and Anja Lippincott for giving him information material from other libraries. Monthly Statistics: Visits and circulation were down slightly. The new patron authentication system is up and running. There had to be some adjustments. Some young users tried to “steal” or fish for barcodes from other users, so that they could extend their own time of use. Now the system asks for a PIN – four last digits of user’s phone number – to start the computer use. During the summer, to avoid waiting for a computer, people will be able to book computer sessions in advance over a website. Employee activities: Gretchen Pruett, Kate DiPronio, Sally Bernier, Jennifer Shakespear and Amy Roberts attended a conference of the Texas Library Association (TLA) in Houston. They learned about new technologies and teen programs. They are excited to implement some of those ideas. Members of the Teen Advisory Board , under supervision of Kate DiPronio and Amy Roberts, are redesigning the website for young adults and are planning the Teen Summer Reading Program. The theme will be “Fantasy”. An update on this event will follow. Kate DiPronio, Jennifer Shakespear and Amy Roberts went to training for legal resources and genealogy in Austin. Eric Lashley invites all members of the board to a “hard hat” site tour on the construction site of the new library on Wednesday, May 17, around noon. During the week from July 31 until August 4, the library will be closed due to the yearly inventory and in order to prepare the collection for the move. Friday, May 12, Eric Lashley will do a presentation about the new library at the Georgetown Rotary Club. He also mentioned that he is planning to speak about the project to different groups. INTRODUCTION OF LIBRARY STAFF MEMBER – KATHLEEN BOWLING Eric Lashley introduced Kathleen Bowling, evening and weekend supervisor. She is also responsible for coordinating the volunteers who are sent to do community service. They help clean the shelves, check-in, etc. Most of them enjoy their work in the library, because they are not treated as community service people . Seasonal programs with which she is involved include managing the help of special needs kids from the Georgetown High School, working with the Helping Hand tutoring program, which involves volunteers from Southwestern University, and serving as library liaison for the tax preparation volunteers. She also installed a rotation system of large-print books for Georgetown nursing homes. She particularly enjoys decorating the library, especially the children’s area. LIBRARY BUDGET FOR 06-07 The Library Budget is not yet approved , but the first meetings with the city manager went well. This coming week Eric Lashley should get the final word from the city manager. He distributed the “2006/2007 Budget Proposal” and explained some numbers. Approved is more money for office supplies, postage, bookbinding and subscriptions & dues. The request for more money for travel and training for staff members was denied. Library supplies and periodicals accounts will be increased by a total of $10,000 which staff may divide as needed between both accounts. For the book & media account Eric Lashley has asked for an increase of $145,000, but he got only $110,000. The City Manager promised to approve the additional $35,000 for the budget the following year. For the computer account the director didn’t get a yes or a no for the 10 Userful Discover Station computers, but the money for the 4 personal computers has been approved. The other requested computers were not approved. However, the library will get 10 computers from the Information Technology Department because the new library will have the training lab for city staff. One time costs for the new library have been approved for furniture and shelving. The city manager approved only $7,500 for miscellaneous equipment needed for the new library instead of the requested $12,600. As for the personnel, the library will get four new employees instead of the requested six (2 Librarians, 2 Librarian Assistants) and the temporary On-Call position was approved. The Building Maintenance Technician has not been approved, but the city will reconsider this position depending on the use of the community rooms in the new library. For the position of an IT Technical Support Specialist, Eric Lashley will get money to upgrade or to change the job description of an existing or new position to compensate it. UPDATING THE LIBRARY’S LONG-RANGE STRATEGIC PLAN The Library Staff will conduct a “short and sweet” online survey. In the lobby of the library there will be some laptops from the computer classes where people can fill out the survey. To encourage people, there will be a Wal-Mart or Target gift card to win. It will also possible to do the survey at home offered through a link on the library website. In addition to the online survey there will be a usage survey. Every 30 minutes or every hour a staff member will note on a chart where patrons are in the library and what they are doing, noting sex, age, race, etc. The library staff is also thinking about bringing focus groups in the library to have informal talks. The focus of the surveys is to find out what users don’t like, as the staff members mostly get positives feedbacks. A source for questions is a survey by OCLC of library services in the English speaking world: “Perception of Libraries and Resources”. STATUS OF CONSTRUCTION OF NEW LIBRARY It is expected that the steel will arrive this week and start the next phase of the construction. It should be installed during the next 46 days. The emergency siren is getting moved, but the City is still looking for a new place for it. There will be also the relocation of a tree from Rock Street to the old library. Eric Lashley will go over details for the PA systems and electrical system with the contractor. The design for the Kids room changed. Instead of a “Small City” theme, the kids will find themselves in the jungle. Eric Lashley distributed copies of the new design. The change has been agreed on and the numbers will be worked into the budget. The modification makes it easier to find furniture, carpet, end panels, etc. With the new topic, the library pursues the goal to be seen as a “green building” and to teach about environmental topics. REPORT ON CAPITAL CAMPAIGN Ruth Anne Mallory reported that the Capital Campaign Committee has collected $77,742.00 in the bank and $174,781.00 in pledges. She also reported that 90% of the Library Advisory Board contributed ($1,300 in bank; $1,700 in pledges). The Campaign group continues the quiet fund-raising and is considering the suggestion from Friends of the Library to involve children in the action. Ruth Anne also distributed invitations to the Board. In the next week, Patty & Don Hewlett as well as Martha Lawlor & Don Ballard invite the board to “explore the vision of the new public library”. The events will be held on Wednesday May 17, 2006 and Thursday May 18, 2006. Eric Lashley added that last week Arlene Schinke and Rachel Logue got a pledge of $25,000. He also heard from one person , who will sell some land and give half of the proceeds to the new library. GEORGETOWN READS! Judy Parks reported that this year’s “Georgetown Reads !” program is closed. Seven people attended on a last discussion round hosted by Judy Parks. The committee is now working on the evaluation. You can find the forms in the lobby of the library. The group is also looking for next year’s new book. Suggestions are welcome. FRIENDS OF THE LIBRARY GENERAL MEETING AND ANNUAL BOOK SALE Judy Johnston spoke about the general meeting of the Friends (April 20). Because of the severe thunderstorm that night only four people attended besides the hostesses. Helen MacAskill, Rosa Garcia and Kate DiPronio attended. The next general meeting will probably be held in the summer months. A Board meeting will be called in May. This year’s Annual book sale will be probably the last one of its kind. The sale will take place June 1-4. It will be held in the Commons Area of the Georgetown High School. A preview for Friends members only will be on the evening of Thursday , June 1. The sale will continue Friday and Saturday, with Sunday being bargain day. During the following week Martha Lawlor and Helen MacAskill will have talks with the library director about a little shop in the new building. There are some points to discuss like the sales taxes, some laws, and who should work in the shop (volunteers?). Right now the library has its own area to sell books and it is used regularly. The sales are good and the money goes into an account for instant use. Ruth Anne Mallory made a motion to adjourn. Linda Nix seconded. The motion passed unanimously. Respectfully submitted, Anja Lippincott, Secretary Judy Johnston, Chair Notice of Meeting of the Library Advisory Board City of Georgetown, Texas Monday, April 10, 2006 The Library Advisory Board will meet on Monday, April 10, 2006 at 06:30 PM in the Library Meeting Room, located at 808 Martin Luther King, Jr., Georgetown, Texas If you need accommodations for a disability, please notify the city in advance. Library Advisory Board Members: Stephanie S. Sorensen, Sissy Lego-Pederson, Patti Jennings Moore, Ruth Lawrence, Ruth Anne Mallory, Marc Parrish, Linda Nix, Judy Johnston, Anja Lippincott Library Advisory Board meets every third Monday of the month at 6:30 p.m. unless otherwise specified. Call to Order at 06:30 PM AGENDA: Consideration of : 1.Introduction of new member, Stephanie Sorensen 2.Minutes of last meeting 3.Director’s Report Monthly statistics Employee activities Upcoming events Consideration of and possible action on the following: 1.Introduction of library staff member and his/her duties – Eric Lashley 2.Library Budget for 06-07 – Eric Lashley 3.Updating the library’s long-range/strategic plan – Eric Lashley 4.Status of construction of new library – Eric Lashley 5.Report on capital campaign – Ruth Anne Mallory 6.Georgetown Reads! – Judy Parks 7.Friends of the Library annual book sale and Author’s Luncheon – Judy Johnston cc: Sandra Lee Division Directors Certificate of Posting I, Sandra Lee, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the _____ day of _________________, 2006, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Minutes of the Meeting of the Library Advisory Board City of Georgetown, Texas Monday, April 10, 2006 The Library Advisory Board of the City of Georgetown, Texas, met on Monday , April 10, 2006. Board Members Present: Anja Lippincott, Judy Johnston, Linda Nix, Marc Parrish, Patti Jennings Moore, Ruth Anne Mallory, Ruth Lawrence, Sissy Lego-Pederson, Stephanie S. Sorensen Board Members Absent: Staff Present: Eric Lashley, Gretchen Pruett Minutes Regular Meeting Minutes of the meeting of the Library Advisory Board of Georgetown, Texas April 10, 2006 OTHERS EXCUSED ABSENT: Judy Parks (CTLS Lay Representative) MINUTES: The meeting was called to order by Chair Judy Johnston at 6:30 p.m. Ruth Lawrence moved and Marc Parrish seconded that the minutes of the March meeting be approved as distributed. The motion passed unanimously. DIRECTORS REPORT: Eric Lashley distributed copies of the Library Advisory Board by-laws, the Advisory Board handbook and the financial statement to Stephanie S. Sorensen, who is the newest member of Board. Monthly Statistics : Circulation was slightly up. Employee activities: Kate DiPronio was selected by the Texas Library Association to become a Tall Texan. The Board congratulates her on this honor. Gretchen Pruett and Sally Bernier attended the annual conference of the Public Library Association in Boston . The public Internet computers now use a new patron authentication, which makes obsolete the sign up sheet at the Reference desk. The new system registers who is using the computers, for what the computers are used, as well as asking users to pay fines and check for “lost” books. INTRODUCTION OF LIBRARY STAFF MEMBER – GRETCHEN PRUETT It is planned that every meeting the board will meet one employee of the library. The first employee is Gretchen Pruett, Assistant Director. She has worked in the Georgetown Public Library for nearly two years and has experiences in almost all areas of the library. Gretchen Pruett reported about the 11th Conference of the Public Library Association in Boston, which she and Sally Bernier attended. The conference offered workshops, events and discussions regarding new products, new technologies, ideas to improve customer service, etc. Furthermore, the conference afforded her the opportunity to speak with vendors. Gretchen emphasized the Google class on book search, the Black belt Librarian class (complaints management) and a new technology to borrow media via Internet. LIBRARY BUDGET FOR 06-07 The presentation of the Library Budget to the city manager is due on Friday, April 14. Eric Lashley explained all figures to the board. The majority of figures – except personnel, computer and material budget – are one-time expenses due to the new library. UPDATING THE LIBRARY’S LONG-RANGE STRATEGIC PLAN As the Library Advisory Board needs to approve the long-range strategic plan and present it to the City Council, Eric Lashley answered questions and listed all goals the library has reached and where it needs more action. The director also emphasized that the plan is tied to the budget. The Board discussed the following process to update the long-range strategic plan. The staff of the library will undertake a survey, which has to be accomplished by July 15. Between July 15 and September 11, a subcommittee of the library advisory board and members of the staff will come together to update the long-range strategic plan. Meetings will be held as often as necessary. On September 11 the subcommittee will present the updated plan to the Board. Linda Nix made a motion to agree to the process. Patti Jennings Moore seconded. The motion passed unanimously. Linda Nix, Marc Parish and Judy Johnston will be members of the subcommittee. STATUS OF CONSTRUCTION OF NEW LIBRARY Eric Lashley showed the Board the floor plan, the color samples of the carpet and interior shots of the lobby. The construction itself is two weeks behind plan. The steel, which was scheduled to arrive until May 1st, will now be delivered in mid-May. REPORT ON CAPITAL CAMPAIGN Ruth Ann Mallory distributed a letter from the Capital Campaign committee to the new members of the Library Advisory Board and reminded the members to make donations for the new library. So far the Capital Campaign group has collected $64,992.00 in the bank and $136,981.00 in pledges. Eric Lashley added that he got a $10,000.00 check during the Author’s luncheon with Sarah Bird. GEORGETOWN READS! Eric Lashley mentioned on behalf of Judy Parks that on Tuesday, April 11, the documentary “Autism Is a World” will be shown at the library, followed by a discussion. A last discussion group on the book “The Speed of Dark” by Elizabeth Moon will be held on Tuesday, April 25, which closes this year’s “Georgetown Reads!” program. Kate DiPronio will host. FRIENDS OF THE LIBRARY AUTHOR’S LUNCHEON Judy Johnston spoke about the Author’s Luncheon on Monday, April 10, which was hosted by Martha Lawlor Ballard and the Friends of the Library. Guest speaker was Sarah Bird. 134 people participated. Unfortunately the microphone for Sarah Bird didn’t work and the catering was disappointing. The Friends of the Library will ask Berry Creek Country Club for a refund. Ruth Ann Mallory made a motion to adjourn. Sissy Lego-Pederson seconded. The motion passed unanimously. Respectfully submitted, Anja Lippincott, Secretary Judy Johnston, Chair Notice of Meeting of the Library Advisory Board City of Georgetown, Texas Monday, March 13, 2006 The Library Advisory Board will meet on Monday, March 13, 2006 at 06:30 PM in the Library Meeting Room, located at 808 Martin Luther King, Jr., Georgetown, Texas If you need accommodations for a disability, please notify the city in advance. Library Advisory Board Members: Anja Lippincott, John P. Nett, Judy Johnston, Linda Nix, Marc Parrish, Patti Jennings Moore, Ruth Anne Mallory, Ruth Lawrence, Sissy Lego-Pederson Library Advisory Board meets every third Monday of the month at 6:30 p.m. unless otherwise specified. Call to Order at 06:30 PM AGENDA: Consideration of : 1.Introduction of new members 2.Minutes of last meeting 3.Director’s report Monthly statistics Employee activities Upcoming events Consideration of and possible action on the following: 1.Presentation by City staff about the 2006-07 budget process – Micki Rundell and Laurie Brewer 2.Election of vice-chair and secretary for the Board – Judy Johnston 3.Status of construction of new library – Eric Lashley 4.Report on capital campaign – Eric Lashley 5.Georgetown Reads! – Judy Parks 6.Friends of the Library annual book sale – Judy Johnston 7.Georgetown Heritage Society photo collection – Eric Lashley Certificate of Posting I, Sandra Lee, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the _____ day of _________________, 2006, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Minutes of the Meeting of the Library Advisory Board City of Georgetown, Texas Monday, March 13, 2006 The Library Advisory Board of the City of Georgetown, Texas, met on Monday , March 13, 2006. Board Members Present: Anja Lippincott, Judy Johnston, Linda Nix, Marc Parrish, Patti Jennings Moore, Ruth Anne Mallory, Ruth Lawrence Board Members Absent: Sissy Lego-Pederson, John P. Nett Staff Present: Eric Lashley Minutes Regular Meeting Minutes of the meeting of the Library Advisory Board of Georgetown, Texas March 13, 2006 MEMBERS IN ATTENDANCE: Judy Johnston, Ruth Lawrence, Anja Lippincott, Ruth Anne Mallory, P.J. Moore, Linda Nix and Marc Parrish. MEMBERS EXCUSED ABSENT: Sissy Lego Pederson; John P. Nett (resigned) STAFF IN ATTENDANCE: Eric Lashley OTHERS IN ATTENDANCE: Judy Parks, CTLS Lay Representative MINUTES: The meeting was called to order by Chair Judy Johnston at 6:30 p.m. Linda Nix moved and Ruth Anne Mallory seconded that the minutes of the February meeting be approved as distributed. The motion passed unanimously. DIRECTOR'S REPORT: ·Eric Lashley distributed copies of the Library Advisory Board by-laws to the new members of the Board and drew to their attention that Library Board members act as a jury for challenged materials such as occurred at the February meeting . ·The Director also distributed copies of the advisory board handbook and financial statement to all members and went through the budget items with the Board. ·The Library Advisory Board will make a recommendation to Council to fund certain needed items for the new Library. ·Monthly Statistics: Circulation was up although visits were down. Library card applications were up as well. ·Upcoming events: The Friends of the Georgetown Public Library are hosting an author's luncheon and book-signing featuring Sarah Bird. The event is Monday, April 10, 2006, at noon at the Berry Creek Country Club. Also, during spring break is the annual children's tea party to be held at the Main Street Baptist Church. ·Ruth Anne Mallory nominated Linda Nix to serve as the new Vice-Chair. The vote was unanimous in favor of her election. ·P.J. Moore nominated Anja Lippincott to serve as the new Secretary. The vote was unanimous in favor of her election. ·The Director showed the Board pictures of the new library construction with interior shots. The steel is to go up in May. Furniture selection is on-going. It has been decided that there will be a charge for use of the community rooms , study rooms and class room. He explained some of the plans for the Children's Room that will look like a child-scale town. In other parts of the library, electronic catalogs will be placed at the end panel of the rows of books. A mock-up wall of what the exterior of the Library is going to look like is being built by the construction vans. The Red Poppy Coffee Company will lease space in the library to run the coffee shop and have sole-source vending for the community room. It is hoped that the library will be finished in January, 2007. ·Ruth Anne Mallory reported that the capital campaign group is working on their list of large donors. As of now there are $120,000 in pledges and $60,000 in the bank. It is hoped that there will be a $50,000 grant from LCRA. The Library Foundation hopes to raise $750,000 in all. ·Judy Parks reported that on February 7, 2006, Kate DiPronio had a discussion group here at the Library led by Nancy Marsh and Val Harbolovik. Twenty-one people attended. On March 22, there will be a meeting at St. John's United Methodist Church. On April 11, 2006 there will be a library showing of the documentary, Autism is a World. Then on April 25, 2006 there will be another discussion group at 7:00 p.m. at the library. ·Judy Johnston reported that the Friends of the Library book sale will be held June 1-4, 2006 in the Georgetown High School Commons area . This may be the last yearly book sale event as there may be a permanent place for an ongoing sale in the new library. Linda Nix put in a plea for help with the book sorting for the sale, which is done on Wednesdays. ·The Director passed around albums of historical photos from the Georgetown Heritage Society that will be housed in the Texas History Room of the library. ·The budget presentation by the City staff will be re-scheduled for next month. ·Ruth Anne Mallory made a motion to adjourn. Linda Nix seconded. The motion passed unanimously. Respectfully submitted, _______________________________________________________________________ P.J. Moore, Secretary _______________________________________________________________________ Judy Johnston, Chair Notice of Meeting of the Library Advisory Board City of Georgetown, Texas Thursday, February 16, 2006 The Library Advisory Board will meet on Thursday, February 16, 2006 at 06:30 PM in the Library Meeting Room, located at 808 Martin Luther King, Jr., Georgetown, Texas If you need accommodations for a disability, please notify the city in advance. Library Advisory Board Members: Danielle Cunniff Plumer, Jackie Cuozzo, Judy Griffith, Judy Johnston, Judy Parks, Linda Nix, Patti J. Moore, Ruth Anne Mallory, Sissy Lego Pederson Library Advisory Board meets every third Monday of the month at 6:30 p.m. unless otherwise specified. Call to Order at 06:30 PM 1.Minutes of last meeting 2.Director’s Report Monthly statistics Employee activities Upcoming events 3.Orientation to Open Meetings and Records, Wednesday, February 22, 6:00 p.m. in Council Chambers. Consideration of and possible action on the following: 1.Reconsideration of several graphic novels in the Young Adult Collection – Janet Davis 2.Status of construction of new library – Eric Lashley 3.Report on capital campaign – Judy Griffith 4.Georgetown Reads! – Judy Parks 5.Friends of the Library annual book sale – Judy Johnston Certificate of Posting I, Sandra Lee, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the _____ day of _________________, 2006, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Minutes of the Meeting of the Library Advisory Board City of Georgetown, Texas Thursday, February 16, 2006 The Library Advisory Board of the City of Georgetown, Texas, met on Thursday , February 16, 2006. Board Members Present: Danielle Cunniff Plumer, Judy Griffith, Judy Johnston, Judy Parks, Linda Nix, Patti J. Moore, Ruth Anne Mallory, Sissy Lego Pederson Board Members Absent: Jackie Cuozzo Staff Present: Eric Lashley Minutes Regular Meeting Minutes of the meeting of the Library Advisory Board of Georgetown, Texas February 16, 2006 MEMBERS EXCUSED ABSENT: Jackie Cuozzo OTHERS IN ATTENDANCE: Judy Parks, CTLS Lay Representative, Janet Davis, guest MINUTES: The meeting was called to order by Chair Judy Griffith at 6:30 p.m. Ruth Anne Mallory moved and Linda Nix seconded that the minutes of the January meeting be approved as distributed. The motion passed unanimously. DIRECTOR'S REPORT: The Director thanked Danielle Cunniff Plumer, Judy Griffith and Jackie Cuozzo for their excellent service to the Board as this meeting is their last. Check-outs are slightly down although library visits are up. Library intern Deban Becker is leaving for a full-time position elsewhere. Amy Roberts has been hired in her place as an intern. Teen Advisory Board: a group of teens has applied for the positions on this new board. They seem quite enthusiastic. There are 16 members, most from last year's summer program. Collaboration between the school libraries and the public library is the aim of the Teen Advisory Board. Monies have been exhausted for the computer classes. Two Dell Foundation grants have funded classes for the last three years. Possibly, as a replacement, a fee can be charged and the Sun City Computer Club may teach the classes. During March, volunteers will teach classes in genealogy, and Introduction to the Computer. On January 23, 2006, Gretchen Pruett and Eric Lashley attended the ALA Mid-Winter Conference in San Antonio. Dixie Hanna and Eric Lashley attended a workshop on the genre of western novels. Tax help has started at the library. Jerry Sensabaugh and others are helping again this year with information and e-filing. Friends of the Library membership drive is this week. So far they have taken in more than $300. The budget process has begun for the City so Micky Rundell and Laurie Brewer will visit the Library Board meeting next month. Orientation for all members of City boards is February 22, 2006. Open meetings and records training is to be held at six p.m. in the Council Chambers. ACTION ITEMS: Janet Davis spoke to the Board regarding concerns about the graphic novels available in the Library. She passed out copies of her Request for Screening and Removal form including a packet of photocopied examples of the types of art and wording she was concerned about. She wondered if all books could be read by a responsible adult before putting them on the shelf, and she desired removal of the Seraphic Feather, Runaways: Teenage Wasteland and Batman comics. Danielle Cunniff Plumer moved that the Library Advisory Board review the collection development policy for manga to include review of materials before they are shelved. Ruth Anne Mallory seconded the motion. Discussion included Kate Dipronio's explanation of how books are ordered for the library. As with adult patrons, young adults submit request forms and then the library tries to fill that request. Sources, such as Ingram, a book vendor, are used that have reviews of the graphic novel format. Graphic novels for younger readers have recently been moved to the Children's Room, separating them from the older teen's novels. Ratings are sometimes shown on the backs of the books themselves . The librarians have returned to vendors some graphic novels judged to be inappropriate and others with mature content have been put in the adult section. Notes can, and are, attached to individual young reader's records by the parents to prohibit certain check-outs. Materials checked out are ultimately the parent's responsibility to monitor. A discussion of the manga genre was held. Young adults check out over fifty percent of the graphic novels owned by the library. Graphic novels are largely responsible for the rise in readership in the young adult group. Danielle Cunniff Plumer made a motion to withdraw the motion to review the collection development policy. Linda Nix seconded. The motion passed unanimously. Danielle Cunniff Plumer moved to deny the request to remove Seraphic Feather , Batman and Runaways: Teenage Wasteland comics. Sissy Lego Pederson seconded the motion. Chair Judy Griffith asked for a vote on the motion. It passed unanimously. STATUS OF CONSTRUCTION: Atmos Energy is paying for the relocation of the gas line. Fiber optic lines are being moved to eliminate overhead lines.*Security lights are being installed at the temporary Police parking lot on the County property. *The building permit from Inspections was secured on February 9, 2006. The permit for the Downtown Overlay District from the Texas Commission on Environmental Quality has just been approved, which was the last obstacle to Satterfield and Pontikes beginning construction . Croslin & Associates are selecting furniture. The Board will be able to try out some pieces. Next Wednesday, February 22, 2006 there is to be a meeting with Phillip Swager Associates to begin to work on the design for the Children's Room. CAPITAL CAMPAIGN: Judy Griffith announced that the group is meeting every two weeks , usually a Thursday at noon with lunch being served. Thursday, February 23, 2006 is the next meeting. The City has agreed to initially pay for the furnishings for the Library with an agreement of a three year debt, due each June. The money the Foundation raises through the Capital Campaign will pay this debt. There is $120,000 in pledges as of this date. $25,000 has come from Mr. & Mrs. Don Hewlett and $25,000 from the Friends of the Library. As Judy Griffith is departing the Board, a new liaison is needed. GEORGETOWN READS: On February 7, 2006 a discussion group met in the library. About 10 people participated. On February 14, 2006 a group of about six attended a meeting at Dog Eared Books. Southwestern University had a meeting that about 25 attended. On February 23, 2006 there will be a presentation at 4:00 p.m. in room 105 of the Olin Building at Southwestern. Elizabeth Moon will be there to speak and to autograph copies of her book . FRIENDS OF THE LIBRARY: The annual book sale will be held June 1-4, 2006. Volunteers are needed. The sale will be held at Georgetown High School . Needed sorting tables were obtained from Georgetown 's Parks and Recreation Department. Judy Griffith expressed her thanks to the Board for the four years she served . Board members returned her thanks for serving in so many capacities. March 13, 2006 is the next meeting. Judy Johnston made a motion to adjourn . Danielle Cunniff Plumer seconded. The motion passed unanimously. Respectfully submitted, ______________________________________________________________________ P.J. Moore, Secretary ______________________________________________________________________ Judy Griffith, Chair Notice of Meeting of the Library Advisory Board City of Georgetown, Texas Monday, January 9, 2006 The Library Advisory Board will meet on Monday, January 9, 2006 at 06:30 PM in the Library Meeting Room, located at 808 Martin Luther King, Jr., Georgetown, Texas If you need accommodations for a disability, please notify the city in advance. Library Advisory Board Members: Danielle Cunniff Plumer, Jackie Cuozzo, Judy Griffith, Judy Johnston, Judy Parks, Linda Nix, Patti J. Moore, Ruth Anne Mallory, Sissy Lego Pederson Library Advisory Board meets every third Monday of the month at 6:30 p.m. unless otherwise specified. Call to Order at 06:30 PM AGENDA: Consideration of : 1.Minutes of last meeting 2.Director’s Report Monthly statistics Employee activities Upcoming events Consideration of and possible action on the following: 1.Status of construction of new library – Eric Lashley 2.Report on capital campaign – Eric Lashley 3.Georgetown Reads! – Judy Parks 4.Friends of the Library annual book sale – Judy Johnston Certificate of Posting I, Sandra Lee, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the _____ day of _________________, 2006, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Minutes of the Meeting of the Library Advisory Board City of Georgetown, Texas Monday, January 9, 2006 The Library Advisory Board of the City of Georgetown, Texas, met on Monday , January 9, 2006. Board Members Present: Jackie Cuozzo, Judy Griffith, Judy Johnston, Judy Parks, Linda Nix, Patti J. Moore, Ruth Anne Mallory, Sissy Lego Pederson Board Members Absent: Danielle Cunniff Plumer, Excused Staff Present: Eric Lashley Minutes Regular Meeting Citizen Janet Davis also was present. The meeting was called to order by Chair Judy Griffith at 6:30 p.m. Jackie Cuozzo moved and Ruth Anne Mallory seconded that the minutes of the December meeting be approved as distributed. The motion passed unanimously. DIRECTOR'S REPORT: New Board members will be sworn in on February 14, 2006. Training for the Texas Open Meetings Act is now necessary for all Board members. One year is allowed to get the training for current members. Members will be notified about the training through a letter from the City. New Board members can get the training on February 14, 2006, the same day that they are to be sworn in. Statistics were slightly down over last year, possibly due in part to being closed for four days at the end of the year for the Christmas holiday. Upcoming events include the kick-off for Georgetown Reads on Tuesday night, January 10, 2006. The American Library Association's Mid-Winter Conference is in San Antonio on January 23, 2006. A couple of the staff will attend. Attendees will look over some new items for the library including audio books that can be downloaded from the Internet and which automatically disappear from your computer at the end of 21 days. This means no worries about lost CDs or cassettes, or materials being returned on time. Another asset is that this procedure takes no physical space in a library. Many libraries are starting to do this now. On January 27, 2006 there is a CTLS Membership Meeting in Temple, Texas, that Judy Parks and Eric Lashley will attend. There is to be a special program on purchasing books of the Western genre, as a new generation of Western writers is appearing. LIBRARY PLANS: Eric Lashley showed Board members a special video, including interior shots, of the new library. This was earlier shown to Georgetown City Council. Regarding an earlier report that a gas line is going to have to be moved at the construction site, it has been learned that the gas company will be paying to have the line moved. There has been some delay getting the permit for storm water drainage. This has caused about a 30-day delay. It is hoped that that time can be made up, and that the project is still on target. A progress report is received about every two weeks from Terry Jones. Ninth Street was closed this morning to run utility lines under it. All the utilities are to be put underground on Eighth Street as well. Eighth Street will be re-opened at some point. Some parking spaces on Eighth Street will also be done towards the end of the project. The City has agreed to pay for professional library movers when it is time to transfer into the new building. Staff from the library, finance, purchasing, and building maintenance have formed a committee to think about everything that will be needed for the new building. Much was learned from the City’s last move regarding the inclusion of mundane items such as trash cans, toilet tissue and door mats. There will be staffing issues in the new building, plus, work contracts that are based on square footage will be more expensive. The budget process, including calculating furniture costs, is beginning early. Croslin & Associates is dealing with shelving vendors now. Almost all shelving now in use will be moved and used in the new building. CAPITAL CAMPAIGN: There will be a meeting of the capital campaign committee on January 19, 2006 and then every two weeks thereafter. Rich Vosburgh, president of the Foundation, is planning a fund-raising event at his home. Members of that committee are being trained in how to approach people to ask for a contribution. Fund raising is still in the quiet phase. More than $40,000 has already been raised. GEORGETOWN READS: Judy Parks distributed issues of the Williamson County Sun with its two page coverage of the upcoming Georgetown Reads information and events. The coverage included a biography of Elizabeth Moon, a retrospective view of what was done last year, a message from the Library Director, quotes about The Speed of Dark , a calendar of events, information about autism, a synopsis of the book from the publisher and then a review from bookreporter .com. Elizabeth Moon will be attending the 7:00 kick-off tomorrow night at the library. Dog-Eared Books will be selling books that the author will be autographing. There will be a program at Southwestern University on February 23 at 4:00 p.m. in the Olin Building, Room 105 at which Elizabeth Moon will speak. Bookmarks which show upcoming events are available, as are discussion booklets. Book discussion groups will meet at the library and at Dog Eared Books in February and in March there will be discussions at Hill Country Books and St. John's United Methodist Church. On March 7 at the library, two healthcare professionals will discuss autism. On Tuesday, April 11, a documentary film called Autism Is A World will be shown at the library. This is the story of a young, autistic woman who goes, with her caretaker, to college. Ideas for next year's book are being accepted. A current publication from a Texas author is hoped for. Suggestions should go to Judy Parks. FRIENDS OF THE LIBRARY BOOK SALE: Co-Chair Darlene Wilson plans to contact Steve Doering about renting his space at Rock and Eighth Streets for book storage. Judy Johnston suggested that renting for more than just a short period of time would negate the earnings from the sale. Another possibility for storage may come from Simon Properties allowing use of an unrented storefront for a short period. Martha Lawlor proposed that the Friends would like to do a continuous sale from the Library. Eric Lashley posed that a location on the first floor of the new building near the coffee shop would be excellent. This could take the place of the huge once a year sale. The Friends will have their membership drive next month, probably the week of February 13th. OTHER ANNOUNCEMENTS: Next month's meeting, February 13th will be the last meeting for Judy Griffith and Jackie Cuozzo. Janet Davis asked to be put on the agenda for February . The next Library Board meeting will be February 13, 2006. Linda Nix moved and Jackie Cuozzo seconded the motion to adjourn. The motion passed unanimously. Respectfully submitted, _____________________________________________________________ P.J. Moore, Secretary ______________________________________________________________ Judy Griffith, Chair