HomeMy WebLinkAboutMinutes_LAB_03.17.2014Notice of Meeting for the
Library Advisory Board
of the City of Georgetown
March 17, 2014 at 6:30 PM
at Staff conference room, Georgetown Public Library, 402 W. 8th Street
The City of Georgetown is committed to compliance with the Americans with Disabilities Act (ADA). If you
require assistance in participating at a public meeting due to a disability, as defined under the ADA, reasonable
assistance, adaptations, or accommodations will be provided upon request. Please contact the City at least four
(4) days prior to the scheduled meeting date, at (512) 930-3652 or City Hall at 113 East 8th Street for
additional information; TTY users route through Relay Texas at 711.
Regular Session
(This Regular Session may, at any time, be recessed to convene an 'Executive Session for any purpose
authorized by the Open Meetings Act, Texas Government Code 551.)
A Citizens wishing to address the Board. As of the deadline, no persons were signed up to speak on items
other than what was posted on the agenda.
B Introduction of all members -- Eric Lashley
C Consideration of minutes of the December 16, 2013 meeting.
D Review and discuss Library Advisory Board bylaws -- Eric Lashley
E Review and discuss City Council Attendance Policy for Board members -- Eric Lashley
F Review and discuss recommended meeting procedures -- Eric Lashley
G Set day and time for future Board meetings -- Eric Lashley
H Elect the Vice Chair of the Board -- Eric Lashley
I Elect the Secretary of the Board -- Eric Lashley
J Overview of library staff, budget, and policies -- Eric Lashley
K Consideration of Library Director's reports for December 2013-February 2014 -- Eric Lashley
L Review and discussion of City's bicycle lending program -- Eric Lashley
M Report on Anne Frank exhibit that is on display at the library until May 4 -- Eric Lashley
N Consideration of dates of future Board meetings -- Eric Lashley
CERTIFICATE OF POSTING
1, Jessica Brettle, 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 , 2014, at , and remained so posted for at least 72
continuous hours preceding the scheduled time of said meeting.
Jessica Brettle, City Secretary
Minutes of the Meeting of the
Library Advisory Board
of the City of Georgetown
March 17, 2014 at 6:30 P.M.
in the staff conference room, Georgetown Public Library, 402 W. 8t' Street
The Library Advisory Board met on Monday, March 17 at 6:30 p.m. in the staff conference room at the
Georgetown Public Library, 402 W. 8th Street.
MEMBERS PRESENT: Michael Barnes, Stephanie Blanck, Lois Case, Tom Hagen, William
Hammonds, Linda Nix, and Margaret Thompson
Regular Session — began at 6:30 p.m.
A. Citizens wishing to address the Board. As of the deadline, no persons were signed up to speak on
items other than what was posted on the agenda.
B. Introduction of all members -Eric Lashley — Eric Lashley, library director, introduced himself to the
board and each board member introduced themselves to the other board members. Lashley has
worked for the City of Georgetown approximately 18 years. Linda Nix is a retired educator and is
serving her 4th term on the Library Advisory Board. She also is the lay representative for CTLS
(Connecting Texas Libraries Statewide), an organization that provides training to libraries statewide.
Lois Case is a Sun City resident since 2001 and is a retired social worker. Bill Hammonds has lived
in Sun City 11 years, but is preparing to move back to Tennessee. Tom Hagen is also a resident of
Sun City since 2005. He served on another library board in another city. Michael Barnes has lived
in Georgetown since 1989. He is married to Ethel Barnes, a former employee who retired from the
library, and this is the sixth board or commission he has served on for the City of Georgetown.
Stephanie Blanck moved to Georgetown in 1980. She is a retired school psychologist. She is
heavily involved with the Boys and Girls Club and the Chamber of Commerce. Margaret Thompson
is currently a teacher and has recently taken the library certification test.
C. Consideration of minutes of the December 16 2013 meeting. —Hagen made the motion to accept
the minutes of the December 2013 Library Advisory Board Meeting and Case seconded the
motion. The motion passed unanimously.
D. Review and discuss Library Advisory Board bylaws — Eric Lashley — Lashley reviewed the bylaws
for the board. He noted another role the Library Advisory Board serves that is not spelled out in the
bylativs: according to Library Policy, the Library Advisory Board serves as the judge of community
standards when an individual challenges library materials and asks that the materials be removed
from the collection. Lashley explained the process that would occur if a person made a challenge
and wanted to appeal the decision of the director.
E. Review and discuss the City Council Attendance Polite for Board Members — Eric Lashley —
Lashley noted that the City Council requires 75% attendance for meetings. There are provisions for
an excused absence due to illness.
F. Review and discuss recommended meeting procedures — Eric Lashley —
Lashley noted the most complicated issue that the board addresses often occurs when citizens
attend the meetings. Citizens are only allowed 3 minutes to address the board at the beginning of
the meetings or 3 minutes to address the board on agenda items and they are not allowed to
participate in the discussion of the agenda items.
G. Set day and time for the future Board meetings — Eric Lashley — Director Lashley noted the Board
could change the date and time of the monthly meetings if they wished. Margaret Thompson
made the motion to keep the meetings on the third Monday of the month at 6:30 p.m. Hammonds
seconded the motion and the motion passed unanimously.
H. Elect the Vice Chair of the Board — Eric Lashley — Hammonds moved to nominate Case for the
position of Vice Chair. Hagen seconded the motion and the motion passed unanimously.
I. Elect the Secretary of the Board — Eric Lashley — Hammonds moved to nominate Thompson as
Secretary. Hagen seconded the motion and the motion passed unanimously.
J. Overview of library staff, budget, and policies — Eric Lashley — Director Lashley passed out a
directory of library staff members and explained each staff member's position and role. He
distributed a copy of the library's budget and informed the board of the budget requests the library
will be submitting for next fiscal year. Lashley also distributed a packet of the library's policies.
Thompson asked that an agenda item be placed on the April agenda to discuss the censorship
policy.
K. Consideration of Library Director's reports for December 2013-February 2014 — Eric Lashley —
Director Lashley reviewed the reports for the members. He noted for the new members the areas
of the report he focuses on each month: circulation, visitations, bookmobile, OverDrive, volunteers,
and computer usage.
L. Review and discussion of City's bicycle lending program — Eric Lashley — Lashley reviewed the
bicycle lending program. He noted this is a joint program with the Convention and Visitors Bureau
(CVB). As a member of the Downtown and Community Services Division, the library is working with
CVB and in the future with the Parks and Recreation Department to make the downtown more bike
and pedestrian friendly by connecting the downtown to the hike and bike trails. The new Downtown
Master Plan also calls for the downtown to be more bicycle friendly.
M. Report on Anne Frank exhibit that is on display at the library until May 4 — Eric Lashley — Director
Lashley noted the Anne Frank exhibit has been a big success. The members of Congregation
Havurah Shalom of Sun City have done a great job scheduling tours and the exhibit is bringing
more traffic to the library. Lashley recommend each board member take a tour.
N. Consideration of dates of future Board meetings — Eric Lashley — Lashley noted this particular
agenda item allowed for meeting dates to be changed if a quorum would be difficult for future
meetings. No accommodations needed to be made, so no changes were made to the future
meeting schedule.
Chair Linda Nix adjourned the meeting at 7:40 P.M.
'Respectfully submitted,
Margaret hompsan, Secret Linda Nix, C air
City of Georgetown, Texas
SUBJECT:
Citizens wishing to address the Board. As of the deadline, no persons were signed up to speak on items
other than what was posted on the agenda.
ITEM SUMMARY:
FINANCIAL IMPACT:
SUBMITTED BY:
Judy Fabry
City of Georgetown, Texas
SUBJECT:
Introduction of all members -- Eric Lashley
FINANCIAL IMPACT:
i
ATTACHMENTS:
Description Type
ED Library Advisory Board roster iUALIp 31a1eriJI
GEORGETOWN PUBLIC
LIBRARY ADVISORY BOARD
2014-2015 1
Name, Address,
Date
Expiration
Terms
Notes
Restriction on
Phone numbers & E-mail
Appt.
Date
Position
Michael Barnes
1
1 S, full
Resident in
2/14
2/16
City Limits or
ETJ
Replaced
2
Stephanie Blanck
2/14
2/15
Completing
Ciambrone
Resident in
partial
who was
City Limits or
1 st full term
removed for
ETJ
absences
12/2013
Lois Case
elected vice
3
2/12
2/14
ls'Full
chair 2013
Resident in
2/14
2/16
2nd Full
City Limits or
ETJ
Tom Hagen
2/13
2/15
1st Full
Resident in
4
City Limits or
ETJ
William Hammonds
Resident in
5
2/13
2/15
1st Full
City Limits or
ETJ
Linda Nix, Chair
Elected sec'y
6
2/12
2/14
ist full
12/2012
Resident in
2/14
2/16
2nd Full
City Limits or
Appointed
ETJ
Chair 2/13
Margaret Thompson
Elected sec'y
7
2/12
2/14
is, full
2013
Resident in
2/14
2/16
2nd Full
City Limits or
ETJ
Meeting date: 3rd Monday at 6:30 p.m. at the Library
Staff Liaisons: Eric Lashley, Library Director, 930-2513, eric.lashlev(a)qeorgetown.org &
Judy Fabry, Administrative Assistant, 930-3552,
CTLS Lay Representative: Linda Nix
Last roster update: 3.05.2014
City of Georgetown, Texas
SUBJECT:
Consideration of minutes of the December 16, 2013 meeting.
ITEM SUMMARY:
FINANCIAL IMPACT:
Pl:4�,00,
ATTACHMENTS:
Description Type
❑ Minutes of 12.16.2013 meetine Cotter ltemu
City of Georgetown, Texas
SUBJECT:
Review and discuss Library Advisory Board bylaws -- Eric Lashley
ITEM SUMMARY:
FINANCIAL IMPACT:
SUBMITTED BY:
ATTACHMENTS:
Description Type
El bylaw Backup Material
BYLAWS
CITY OF !' •
LIBRARY BOARD
ARTICLE I. NAME AND PURPOSE
Section 1.1. Name. Library Advisory Board ("Board").
Section 1.2. Purpose. The Board is established for the purpose of participating in the
Library Needs Assessment Study (when necessary), annually updating the Long Range
Plan for the Library, and serving to promote library programs and services in the
community. See Ordinance Chapter 2.72.
ARTICLE II. MEMBERSHIP
Section 2.1. Number of Members. The Board will be comprised of seven (7)
Members.
Section 2.2. Eligibility. Each Member shall reside in the City of Georgetown
corporate limits or extraterritorial jurisdiction.
Section 2.3. Appointment of Board Members. Members of the Board shall be
appointed pursuant to and in accordance with the City Charter.
Section 2.4. Terms of Office. Generally, terms of office for each Member shall be two
(2) years. Generally, a Member may serve two (2) consecutive terms. Refer to Ordinance
Section 2.36.030A for additional provisions regarding terms of office.
Section 2.5. Vacancies. Vacancies that occur during a term shall be filled as soon as
reasonably possible and in the same manner as an appointment in accordance with the
City Charter. If possible, the Member shall continue to serve until the vacancy is filled.
An appointment to fill a vacated term is not included as a term for purposes of counting
consecutive terms.
Section 2.6. Compensation and Expenditure of Funds. Members serve without
compensation. The Board and its Members have no authority to expend funds or to
incur or make an obligation on behalf of the City unless authorized and approved by
the City Council. Members may be reimbursed for expenses authorized and approved
by the City Council and the Board.
Library Advisory Board bylaws
Rt-vised May 201 1
Page 2 of6
Section 2.7. Compliance with City Policy. Members will comply with City
Ordinances, Rules and Policies applicable to the Board and the Members, including but
not limited to Ethics Ordinance Chapter 2.20 and City Connnissions, Committees and Boards
Ordinance Chapter 2.36.
Section 2.8. Removal, Any Member may be removed from their position on the Board
for any reason, or for no reason, by a majority vote of the City Council.
ARTICLE 111. BOARD OFFICERS
Section 3.1. Officers. Tlie Board Officers are Chairman, Vice -Chairman and Secretary.
The Chairman is appointed by the City Council during the annual appointment process.
The other Board Officers are elected by a majority vote of the Members at the first
meeting after the annual appointment process.
Section 3.2. Terms of Office for Board Officers. Board Officers serve for a term of
one year. In the event of vacancy in the office of Chairman, the Vice -Chairman shall
serve as Chairman until the City Council appoints a replacement Chairman. A vacancy
in the other offices shall be elected by majority vote of the Members at the next
regularly scheduled meeting, or as soon as reasonably practical for the unexpired term.
If possible, a Board Officer shall continue to serve until the vacancy is filled.
Section 3.3. Duties.
a. The Chairman presides at Board meetings. The Chairman shall generally manage
the business of the Board. The Chairman shall perform the duties delegated to the
Chairman by the Board.
b. The Vice -Chairman shall perform the duties delegated to the Vice -Chairman by the
Board, The Vice -Chairman presides at Board meetings in the Chairman's absence.
The Vice -Chairman shall perform the duties of the Chairman in the Chairman's
absence or disability.
c. The Secretary shall perform the duties delegated to the Secretary by the Board,
ARTICLE IV. MEETINGS
Section 4.1. Time and Date of Regular Meeting. 711-te Board shall meet once a month
on the same week of the month, the same day of the week, at the same time, and at the
Library Advisory Board Bylaws
Rt:v iscd May 2011
Page 2 of 6
same place. The regular date, time and place of the Board meeting will be decided by
the Members at the first meeting of the Board after the annual appointment process.
Section 4.2. Agenda. Items may be placed on the agenda by the Chairman, the City
Manager or designee, or at the request of a Member. The party (or individual)
requesting the agenda item will be responsible for preparing an agenda item cover
sheet and for the initial presentation at the meeting. Items included on the agenda must
be submitted to the Staff Liaison no later than one week before the Board meeting at
which the agenda item will be considered. Agenda packets for regular meetings will be
provided to the Members in advance of the scheduled Board meeting. Agenda packets
will contain the posted agenda, agenda item cover sheets, and written minutes of the
last meeting.
Section 4.3. Special Meetings. Special meetings may be called by the Chairman or by
three (3) Members.
Section 4.4. Quorum. A quorum shall consist of a majority of the Members. A
quorum is required for the Board to convene a meeting and to conduct business at a
meeting.
Section 4.5. Call to Order. Board meetings will be called to order by the Chairman or,
if absent, by the Vice -Chairman. In the absence of both the Chairman and Vice -
Chairman, the meeting shall be called to order by the Secretary, and a temporary
Chairman shall be elected to preside over the meeting.
Section 4.6. Conduct of Meeting. Board meetings will be conducted in accordance
with these Bylaws and City Council Meeting Rules and Procedures, as applicable to the
Board. See Ordinance Chapter 2.24.
Section 4.7. Voting. Each Member shall vote on all agenda items, except on matters
involving a conflict of interest, substantial financial interest or substantial economic
interest under state law, the City's Ethics Ordinance, or other applicable Laws, Rules
and Policies. In such instances the Member shall make the required disclosures and
shall refrain from participating in both the discussion and vote on the matter. The
Member may remain at the dais or Ieave the dais, at the Member's option, while the
matter is being considered and voted on by the other Board Members. Unless
otherwise provided by law, if a quorum is present, an agenda item must be approved
by a majority of the Board Members present at the meeting.
Library Advisory Board Bylaws
Revised May 2011
Page 3 of
Section 4.8. Minutes. A recording or written minutes shall be made of all open
sessions of Board meetings. The Staff Liaison is the custodian of all Board records and
documents.
Section 4.9. Attendance. Members are required to attend Board meetings prepared to
discuss the issues on the agenda. A Member shall notify the Chairman and the Staff
Liaison if the Member is unable to attend a meeting. Excessive absenteeism will be
subject to action under Council policy and may result in the Member being replaced on
the Board. See Ordinance Section 2.36.010D. Excessive absenteeism means failure to
attend at least 75% of regularly scheduled meetings, including Board meetings and
Subconu-nittee meetings. If a Member is removed from the Board that position slid]] be
considered vacant and a new Member shall be appointed to the Board in accordance
with Section 2.5 above.
Section-4.10.- Public Participation.— In- _accordance with -City, policy; the -public is
welcome and invited to attend Board meetings and to speak on any item on the agenda.
A person wishing to address the Board must sign up to speak in accordance with the
policy of the Council concerning participation and general public comment at public
meetings. Sign-up sheets will be available and should be submitted to the Chairman
prior to the start of the meeting. If any written materials are to be provided to the
Board, a copy shall also be provided to the Staff Liaison for inclusion in the minutes of
the meeting. Speakers shall be allowed a maximum of three minutes to speak, but may
take up to six minutes if another individual who signs up to speak yields the time to the
speaker. If a person wishes to speak on an issue that is not posted on the agenda, they
must file a written request with the Staff Liaison no later than one week before the
scheduled meeting. The written request must state the specific topic to be addressed
and include sufficient information to inform the Board and the public. A person who
disrupts the meeting may be asked to leave and be removed.
Section 4.11. Open Meetings. Public notice of Board meetings shall be provided in
accordance with the provisions of the Texas Open Meetings Act. All Board meetings
and deliberations shall be open to the public, except for properly noticed closed session
matters, and shall be conducted in accordance with the provisions of the Texas Open
Meetings Act.
Section 4,12. Closed Sessions, The Board may conduct closed sessions as allowed by
law, on properly noticed closed session matters, such as consultation with attorney on
legal inattvrs, deliberatioji regarding the value of real property, competitive utility
Library Advisory Board Bylaws
Rovised May 7,011
Page 4 or 6
matters, and economic development negotiations. A recording or certified agenda shall
be made of all closed sessions of Board meetings.
ARTICLE V. REPORTS TO CITY COUNCIL
The Board shall meet with City Council, as requested, to determine how the Board may
best serve and assist City Council. City Council shall hear reports from the Board at
regularly scheduled Council meetings.
ARTICLE VI. SUBCOMMITTEES
Section 6.1. Formation. When deemed necessary by a majority of the Board,
Subcommittees may be formed for Specific projects related to Board matters.
Subcommittees comprised of non -Members may only be formed with the prior consent
and confirmation of the City Council.
Section 6.2. Expenditure of Funds. No Subcommittee, or member of a Subcommittee,
has the authority to expend funds or incur an obligation on behalf of the City or the
Board. Subcommittee expenses may be reimbursed if authorized and approved by the
Board or by City Council.
Section 6.3. Open Meetings. Subcommittee meetings and deliberations shall be open
to the public, except for properly noticed closed session matters, and shall be conducted
in accordance with the provisions of the Texas Open Meetings Act.
ARTICLE VII. BYLAW AMENDMENTS
These Bylaws may be amended by majority vote of the Board Members at any regular
meeting of the Board. The Board's proposed amendments to the Bylaws must be
approved by City Council at the next Council meeting after the Board's approval.
Bylaw amendments are not effective until approved by City Council.
Library Advisory Board Bylaws
Revised May 2011
pege 5 01`6
Approved and adopted at a meeting of the City Council on the 10 day of
1 k 0.!A 2011.
ATTEST: THE CITY OF GEORGETOWN
City Secretary, Mayor C/
Approved and adopted at a meeting of the Board on the IS day of
20__JL.
ATTEST: BOARD
Board Secretary
Library Advisory Board Bylaws
Rxviscd May 2011
Page 6 of6
Board Chairman
City of Georgetown, Texas
SUBJECT:
Review and discuss recommended meeting procedures -- Eric Lashley
ITEM SUMMARY:
FINANCIAL IMPACT:
SUBMITTED BY:
ATTACHMENTS:
Description
❑ meeting procedures
Type
Backup Material
Meeting Procedures
For Georgetown Boards & Commissions
Updated 2.13.2013
Meeting Procedures organize business in a way that meets statutory obligations and the
expectations of the public while maximizing the use resources and of members' time.
In order for a meeting to take place, the following criteria must be met.
1. The agenda must be posted 72 hours prior to convening the meeting.
2. The agenda packet or information to be discussed must be posted for inspection by
Members or the public prior to the meeting.
3. A Quorum must exist prior to convening the meeting.
Staff Liaisons will have prepared the meeting room by setting up the audio recording for the
meeting and by providing any agenda packets or background materials as needed. Depending on
your Board, you may receive a hard copy of the agenda packet, a copy of the agenda only, or use
a computer to access the digital agenda packet.
Please arrive on time and prepared to discuss the items on the agenda, and remember that you
can legally only discuss the items on the agenda. Recall the Open Meetings Act requires
notifying the public of the topics for discussion 72 hours prior to the meeting.
At your first meeting, there will be an agenda item setting the date and time for the next year's
board meetings. There will also be an agenda item electing your board officers.
Remember, every Board Member has a fiduciary responsibility to:
1. Act honestly and in good faith;
2. To be loyal to and act in the best interest of the City; and
3. To subordinate every personal interest to those of the City to avoid a conflict of interest.
Attendance:
If ),on cannot attend, you must notify your liaison and Chair as soon as possible and prior
to the meeting.
Attendance is monitored. Absences for medical reasons or military reasons are excused. Staff
Liaisons update monthly meeting attendance by the end of each month and submit the report to
the City Secretary's office. The City Secretary and the Mayor review attendance and determine
if warning or removal letters need to be sent to a Member that is in danger of or has violated the
75% Council mandated attendance policy. City Council and Staff Liaisons are notified if any
letters are sent to a Member.
If you miss a meeting and the meeting is cancelled due to lack of quorum, you will be counted as
absent.
Excused Absences:
Absences are excused when a meeting is rescheduled to a different time or day that is different
from the regularly scheduled time and day as agreed upon at the first meeting in March.
Absences for medical or military reasons are also excused.
The Board Meeting Format
Regular Session
(This Regular Session may, at any time, be recessed to convene an Executive Session for any
purpose authorized by the Open Meetings Act, Texas Government Code 551.)
Call to Carder
The Chairman shall call the meeting to order noting the date and time that the
meeting is convened and the presence or absence of each Board Member.
Comments from the Chair
Committee Reports
Board Liaison / Director Comments
Action from Executive Session
Public Wishing to Address Board
There are two ways for members of the public to address a City Board at a public meeting.
For Posted Agenda Items: Speaker registration forms should be turned in to the Liaison and/or
Chairman prior to the start of the meeting. The Liaison shall keep the form as part of the agenda
packet for the record's retention.
For Subjects Not Posted on the Agenda: Persons wishing to address the Board may add an item
to a future agenda by contacting the Liaison.
Consent Agenda
The Statutory Consent Agenda includes non -controversial and routine items that may be acted
upon with one single vote. An item may be pulled from the Consent Agenda in order that it be
discussed and acted upon individually as part of the Regular Agenda.
Regular Agenda
You will likely make most motions under the Regular Agenda when following the basic
guidelines as presented in Robert's Rules of Order.
Executive Session
In compliance with the Open Meetings Act, Chapter 551, Government Code, Vernon's Texas
Codes, Annotated, the items listed below will be discussed in closed session and are subject to
action in the regular session.
Section 551,071: Consultation with Attorney
Section 551.072: Deliberation Regarding Real Property
Section 551.087: Deliberation Regarding Economic Development Negotiations
Section 551.086: Competitive Matters
Adjournment — The Chair shall indicate the time of adjournment for the official minutes record.
How are Motions Presented
1. Obtaining the floor
a. Wait until the last speaker has finished.
b. Address the Chairman by saying, "Mr. Chairman, or Mr. President."
c. Wait until the Chairman recognizes you.
2. Make Your Motion
a. Speak in a clear and concise manner.
b. Always state a motion affirmatively. Say, "I move that we..." rather than, "I move
that we do not ...".
c. Avoid personalities and stay on your subject.
3. Wait for Someone to Second Your Motion
4. Another member will second your motion or the Chairman will call for a second.
5. If there is no second to your motion, the motion is ended.
6. The Chairman States Your Motion
a. The Chairman will say, "it has been moved and seconded that we..." Thus placing
your motion before the membership for consideration and action.
b. The membership then either debates your motion, or may move directly to a vote.
c. Once your motion is presented to the membership by the chairman it becomes
"assembly property", and cannot be changed by you without the consent of the
members.
7. Expanding on Your Motion
a. The time for you to speak in favor of your motion is at this point in time, rather
than at the time you present it.
b. The mover is always allowed to speak first.
c. All comments and debate must be directed to the chairman.
d. Keep to the time limit established for speaking.
e. The mover may speak again only after other speakers are finished, unless called
upon by the Chairman.
8. Putting the Question to the Membership
a. The Chairman asks, "Are you ready to vote on the question?"
b. If there is no more discussion, a vote is taken.
c. On a motion to move the previous question may be adapted.
Voting on a Motion
The method of vote on any motion depends on the situation and the by-laws of policy of
your organization. There are five methods used to vote by most organizations, they are:
I . By Voice -- The Chairman asks those in favor to say, "aye", those opposed to say "no".
Any member may move for an exact count.
2. By Roll Call -- Each member answers "yes" or "no" as his name is called. This method is
used when a record of each person's vote is required.
3. By General Consent -- When a motion is not likely to be opposed, the Chairman says,
"if there is no objection ..." The membership shows agreement by their silence, however
if one member says, "I object," the item must be put to a vote.
4. By Division -- This is a slight verification of a voice vote. It does not require a count
unless the chairman so desires. Members raise their hands or stand.
Please remember, all Members should vote on all items requiring a vote (unless there is a
conflict of interest).
Leading The Meeting as Chairman
As the Chair of a meeting you have some key responsibilities:
1. Call to order on time and stay focused using the agenda to efficiently move through the
agenda items within the time allotment for the meeting. Guard against Members
wandering with their comments and becoming off topic from the posted agenda.
2. Achieve the outcomes for each agenda item & the meeting overall. This is the dynamic,
judgment -rendering & skill -demanding aspect of the Chair's role. This includes allowing
all Board members to address each item as appropriate. Each agenda item should be
identified as: exploratory, decision -making, advisory, information, education, etc. As
Chair, you should have a clear picture in mind of what each meeting needs to achieve,
and the relative priorities of each of item, so you can balance the time and attention of the
Board.
3. Control interruptions and digressions to manage conflict. Members may try to dominate
the conversation, argue with one another or with the Chair, or inadvertently discourage
other points of view or participation.
4. Bring the Board to agreement on the decisions that are in the best interest of the City and
consider using unanimous consent when possible.
5. Verify that decisions and assignments clear to the Members and Clerk keeping the
minutes.
6. Identify the appropriate resources required for the Board Members in advance or during
the meeting,
7. Encourage participation and ensure engagement of all Board members during the
meeting. Help facilitate constructive relationships among Board members
It is the Chair's job to ensure that the Board operates as a team. You have to be concerned
about getting the best out of each and every member of the Board. The Chair's role can be
summed up in the term "leader". As the Chair, the rest of the Board will look to you for
leadership. This does not mean that the Chair should "run" the organization. It means that
you have to spend time considering Board and committee assignments to make sure that
all the work of the Board gets done in the most efficient and effective way.
City of Georgetown, Texas
SUBJECT:
Review and discuss City Council Attendance Policy for Board members -- Eric Lashley
ITEM SUMMARY:
Sec. 2.36.010. Duties of members of Commissions, Committees, and Boards (from Georgetown City
Code, Chapter 2.36 City Commissions, Committees and Boards)
Attendance by Members is integral to success of the commission, committee or board. It is Council policy
to require a minimum of 75 percent attendance of each Member at each regularly scheduled meeting
including subcommittee meetings. A Member shall be allowed two excused absences for the Member's
personal medical care, required medical care of a Member's immediate family member (as defined by City
Ordinance), or Member's military service that shall not count against the 75 percent attendance
requirement. Written notice shall be sent to a Member and the Member's City Council representative
when it appears the Member may violate the attendance policy by being absent from more than 25 percent
of regularly scheduled meetings, including subcommittee meetings. Excessive absenteeism may result in
the Member being replaced by the Council.
FINANCIAL IMPACT:
SUBMITTED BY:
City of Georgetown, Texas
SUBJECT:
Set day and time for future Board meetings -- Eric Lashley
ITEM SUMMARY:
FINANCIAL IMPACT:
City of Georgetown, Texas
SUBJECT:
Elect the Vice Chair of the Board -- Eric Lashley
ITEM SUMMARY:
FINANCIAL IMPACT:
SUBMITTED BY:
City of Georgetown, Texas
SUBJECT:
Elect the Secretary of the Board -- Eric Lashley
ITEM SUMMARY:
FINANCIAL IMPACT:
SUBMITTED BY:
City of Georgetown, Texas
SUBJECT:
Overview of library staff, budget, and policies -- Eric Lashley
ITEM SUMMARY:
FINANCIAL IMPACT:
SUBMITTED BY:
City of Georgetown, Texas
SUBJECT:
Consideration of Library Director's reports for December 2013-February 2014 -- Eric Lashley
ITEM SUMMARY:
FINANCIAL IMPACT:
ATTACHMENTS:
Description
Type
statistics for February
Backup :Material
0
dec-ian directors report
E3ackup Nkuerial
February director's renort
Backup ' btaial
dec-ian memorials loe
Backup Rlaterial
February memorials loe
Backup Material
GEORGETOWN PUBLIC LIBRARY
Comparative Fiscal Year Statistics
2013
2014
Oct
Nov
Dec
Jan
Feb
Annual Total
Patron Visits
Current Year
26554
29893
24808
29552
28508
139315
2012-2013
26729
27473
19786
27227
27534
350225
2011-2012
30822
27674
22499
35123
32409
396094
2010-2011
31410
27524
28878
27363
29232
362923
Circulation
2013
1 2014
Current Year
46597
42212
40366
44732
40648
214555
2012-2013
41909
42277
38971
44973
40288
550683
2011-2012
45280
42854
38880
44006
41925
552032
2010-2011
40965
40697
35963
42919
40488
527746
FY 2013-0214Statisties
Children's Programs
Annual Total
Attendance
1351
789
612
854
1031
4637
Programs
11
5
11
4
11
42
Story Time
27
19
12
22
20
100
Other (Tour, Movies, Cr
8
4
0
0
0
12
After School Programs
4
5
4
4
4
21
Other Services
ILL Ordered
64
38
38
52
36
228
ILL filled
41
32
31
26
31
161
Internet usage (persons)
6130
6002
4453
5428
5020
26033
Overdrive usage (E-books)
1129
1188
1278
1370
1294
6259
Overdrive usage (audiobooks)
237
282
282
292
280
1373
Bookmobile circulation
2979
2609
2466
2038
2941
13033
Volunteer Hours
Adult
667.25
692.50
559.50
716.85
634,50
3270.60
Teen
44,00
11.00
52.00
75.50
79.75
262.25
Community Service
42.00
55.75
130.25
107.50
72.25
407.75
Total
753.25
759.25
741.75
899.85
786.50
3940.60
Registrations
City Residents -new
142
95
97
94
185
613
GISD Kids' Cards
8
6
0
1
12
27
Non-res;dents-new
26
21
28
39
40
154
Total
176
122
125
134
237
794
Cash Receipts
Fines/Misc. Revenue
3302.99
3042.65
2996.25
392126
3253.24
16518.39
Non-resident fees
2060.00
1880.00
1905-00
3090.00
2555.00
11490.00
Donations
2868.85
1115.53
2197.52
389.70
1216.10
7787.70
Gifts/Memorials
125.00
2525.00
1182.50
9171.25
5273.50
18277.25
Meeting Room Use
persons attdg meetings
3542
3009
2396
2744
2868
14559
Library Collection Changes
Copies Added
1851
890
1278
967
1220
6206
Copies Discarded
473
389
394
701
629
2586
Donations Added
212
75
138
138
77
640
Bookmobile did not run the
last week of January 2014--maintenance time
DIRECTOR'S MONTHLY ..
ICI • � i ! 1 1 #` i Iy
HIGHLIGHTS
DECE1iBER
• On December 13, at the City's annual Employee Appreciation Luncheon, three library
staff members were honored. Leslie Bradley was a Division Employee of the Year,
Eric Lashley was a Manager of the Year, and Michele Hrber was a City-wide
Employee of the Year,
• The annual Gingerbread Construction Extravaganza drew nearly 30 entries and some
of the most creative constructions we've seen yet. This event continues to be
extremely popular with both the creators and the viewers.
• Santa visited the library twice, once during storytime on Friday, December 13, and
again at the Family Christmas Party on December 14. There were separate holiday
festivities for the teens and tweens. Attendance at all of these events was greater than
expected.
• The monthly live music event on December 15 featured Kevin Taylor's Childbloom
guitar students. Artists showing their work in the galleries were Julie Arnold, who
paints realistic scenes from nature, and Emily Painton, whose work is more
expressionistic and focuses on urban scenes and people.
JANUARY
• The editorial staff of the Williamson County Sun agreed to allow the monthly color
about library activities to resume after a year -long hiatus;
• Can January 24 Jennifer DuBois spoke in the Friends of the Library's Hill Country
Authors Series. Nearly 100 people attended the event.
• Three friends shared the library's galleries during January: Bep Markese, Sigi Field,
and Charlotte Sylvest. Among them they showed work in nearly everytwo-dimensional
medium:
• The Austin Flute Choir entertained in the lobby on January 20. The fifteen -member
ensemble played a wide range of music and the audience enjoyed learning about
some less frequently seen members of the flute family.
• Mary Taylor, who had been a volunteer at the library for fifteen years and quit in
October 2013 only because of failing health, passed away late in January.
PATRON COMMENTS FOR DECEMBER & J NUARY
1.. Comment -- Thank you Georgetown Public Library for the genealogy presentation
today.
2. Comment — Please allow the ability to select large Print preference on "My Account"
reserve express list. Please and thank you.
DIRECTOR'S MONTHLY REPORT
GEORGETOWN PUBLIC LIBRARY
FEBRUARY 2014
HIGHLIGHTS
• The Stuffed Animal Sleep -Over (February 7-8) was very successful. Staff worked late
Friday night to take photos of the 38 sleep -over animals and post them on Facebook.
Their owners arrived Saturday morning to have breakfast with them,
• Jill Strong filled both galleries with her work. She only began painting after retirement
and her enthusiasm for her art is very apparent.
• Approximately 30 people attended the Game of Thrones event for 20-somethings and
older that was held on February 15. The staff members who planned the event
reported that they'd hoped for more people but that everyone who attended seemed to
have a good time. Developing programming for this age group is difficult.
• On February 18 the Georgetown High School Jazz Ensemble entertained in the lobby.
Two separate groups each played a one -hour program of mid-2Irh century jazz
classics.
• February 21 the library was closed for a day of staff training. The topics covered
included handling circulation problems in Apollo (the library's automation system);
working with various types of e-readers so that any staff member can help patrons
access materials on Overdrive; an overview of using Evance, the library's roam
reservation system; a hands-on session with the public computers; and an overview of
the reference desk and the digital microfilm reader/printer. Four mini -sessions oriented
staff to the walkie-talkies, the video game equipment, the projectors that are used in
the meeting roams, and the staff multi -function printer/copier/scanner:
PATRON COMMENTS FOR FEBRUARY 2014
l . Thanks for the computers,
2. Fiction books upstairs are packed on the shelves and bookends are off their slides:
3. Thank you for having a computer I can use.
4. Public Libraries are cool.
5. (This was typed) — A friend of mine has just published a book. He is a local writer -
writes for the local paper, and at home; l believe, on his next novel. C. Wayne
Dawson is his name. His first and current book is title: Vienna's Last Stand: After
1683 Europe was Never the Same. Here is a brief summary that he sent: 25 yr. Old
Mathis Ziegler, Prof. Of Languages, faces a dilemma — should he fight the Turks (a
heard over 137,000) hoping to save his family? Vienna has 11,000 defenders, no
relief in sight. The only weapons he has are his ability to speak Tartar and a skill he
learned as a child to leap -whirl- and strike.
GE{ RGETOWN PUBIC LIBRARY
DONATIONS -- December 2013
An'i Bell
Copy of her novel, The Sister of Mary Dyer
avurah Shalom
$100 in memory oft arty Goodstein
Lenora & Michael Hausman
18 in memory of Marty Goodstein
Senior University -Georgetown
$ 5t3
Sheila O'Leary
$100 in honor of many friends and coworkers
Judy & Don Parks
$25 in memory of Judy F bry's mother
Bobby L. and Patricia A. Black
$100
Edna & Dan McNeil
$500 for audiobook
Lirda Wolfson
$100 in memory of Marty Goodstein
Dcnna Krovontka
Copy of The Signature of AH Things, in memory of
Joan Causey Womack
GEORGETOWN PUBIC LIBRARY
DONATIONS -- January 2014
5s. fi �y�; f ✓� ( �'€i7 d24 +� ypC^y (i ,��§5C y. 't 4fl��! ''�.. '°"'�S ~tZi2K ''s+'�.S t F 4 f4 i $ :h S }S t . t
San Gabriel Woman's Club
$550 for DVDs
Robert D and Addalie S. McMinn
$650
Robert Horick
$1812 for (6) musk stands and padded chairs for Hewlett Rm
FRIENDS
57 5 for redecorating teen area ($600) children's activity
center ($300); Lego club ($300; benches for children'
patio ($2200); display case for 2nd fluor ($2025)
Rosa Rocke
$300 for an outdoor bench in memory of her husband
John Wilson & Jackie Cuozzo
Audio version of Sycamore flow by John Grisham
Calley Tasselin
$40 in memory of Lacey Unger
GEORGETOWN PUBLIC LIBRARY
DONATIONS -- February 2014
�ooivoR _
DONATtoN
D.A. Featherling
Copy of her novel, Double Trouble
Paul A. Getourneau
Copy of his book, My Vietnam Conflicts
Dawn Hyde
Copy of family history book, "The Recollections of an
Octogenarian," by Willis B. Newton
James Aiken & Susan McKinney
$100 in memory of Charles Aiken
Nancy Wilson
$25 in memory of Charles Aiken
N. Laverne Johnson
$75 in memory of Charles Aiken
Goldie M. Mann
$15 in memory of Charles Aiken
Marge & Bruce Cottrill
$25 in memory of Pat Black
Jeanne & Bob Brand
$25 in memory of Pat Black
Gordon Eurom
$50 in memory of Charles Aiken
Ernest & June Bertram
$50 in memory of Charles Aiken
City of Georgetown, Texas
SUBJECT:
Review and discussion of City's bicycle lending program -- Eric Lashley
ITEM SUMMARY:
The library and the Convention and Visitors Bureau have begun a bicycle lending program. It has been in
operation for one month.
FINANCIAL IMPACT:
i
ATTACHMENTS:
Description Type
ED bicycle Program policies f'iackup Malerial
Bicycle Lending Policy
The Georgetown Public Library allows individuals 16 years of age and older with a valid photo
identification to borrow a bicycle for a 24 hour period. Individuals under 16 years of age can borrow a
bicycle with a parent or guardian's permission and signature. Note: the bicycles are adult sized bicycles
and may not be suitable for young children and smaller adults.
All persons 16 years of age or older must sign a waiver before borrowing a bicycle. Persons under 16
years of age must have a parent or guardian sign the waiver before borrowing a bicycle.
Fines: $2.00 per day
Visitors: Visitors to Georgetown can borrow bicycles once they have signed the waiver and completed a
bicycle rental application.
Locks: Locks must be used when the bicycles are unattended.
Helmets: Using a bicycle helmet is advised, but not required by State law.
Traffic Laws: All users are encouraged to obey all traffic laws for the State of Texas, Williamson County,
and City of Georgetown.
Damage: Patrons are not responsible for normal wear and tear of the bicycles. However, intentional
damage and failure to return the bicycle will result in a fee to that will cover the replacement cost of the
bicycle: approximately $300.00.
Theft: Patrons are not responsible for the theft of a bicycle as long as they can provide a copy of a
Georgetown Police report to the library.
Print Name:
Address:
City:
Phone Number:
City of Georgetown
Bicycle Lending Agreement and Release
State: Zip:
Date of Birth:
I, the undersigned, accept for use AS -IS the bicycle and accessories pursuant to the terms
described below and accept full responsibility for its care while it is in my possession. I agree to
lock the bicycle with an appropriate lock when not in use. I agree to follow the rules of the road.
When crossing railroad tracks or other obstacles that might "flip" the bicycle, the Borrower
agrees to cross such obstacles at a perpendicular angle.
I agree that if the bicycle or any accessories rented (such as helmets, lights, and locks) are not
returned to the City on or before the end of the 24 hour rental period then I shall owe the City a
fine of $2.00 a day. If I return a bicycle or any accessories damaged, I will owe any fees deemed
appropriate for damages sustained to the bicycle and accessories up to the costs for failure to
return the bicycle and/or accessories. If I fail to return the bicycle and any accessories, I will
owe the City Three Hundred Dollars ($300) for any bicycle not returned, Twenty Dollars
($20.00) for any accessory not returned.
I understand and acknowledge that bicycling is a dangerous activity and carries with it certain
hazards and risks of which I am aware. I further realize that falls and collisions which may cause
injuries or death can occur. I agree to ASSUME ALL RISK AND RESPONSIBILITY for
myself, my heirs, executors, administrators, personal representatives, assigns and/or my
dependent minor listed above for such incidents for injuries.
I, ON BEHALF OF MYSELF, MY HEIRS, EXECUTORS, ADMINISTRATORS,
PERSONAL REPRESENTATIVES, ASSIGNEES, AMID/OR MY DEPENDENT MINOR
LISTED ABOVE HE, RELEASE THE CITY OF GEORGETOWN, TEXAS, THE
CONVENTION AND VISITOR BUREAU, THE GEORGETOWN PUBLIC LIBRARY
AND THEIR OFFICERS, EMPLOYEES, VOLUNTEERS AND AGENTS
(COLLECTIVELY "RELEASEES") FROM ANY AND ALL LIABILITY FOR ANY
AND ALL CLAIMS AND CAUSES OF ACTION WHICH I MAY HEREAFTER HAVE
ON ACCOUNT OF ANY AND ALL INJURIES AND/OR DAMAGES THAT I MAY
SUSTAIN, OR ANY LOSS OF ANY OTHER SORT, ARISING OUT OF OR RELATING
TO USAGE OF THE BICYCLE OR THE TERMS OF THIS LENDING AGREEMENT.
I, ON BEHALF OF MYSELF, MY HE, EXECUTORS, ADMINISTRATORS,
PERSONAL REPRESENTATIVES, ASSIGNS AND/OR MY DEPENDENT MINOR
LISTED ABOVE, FURTHER AGREE TO INDEMNIFY, DEFEND AND HOLD
HARMLESS RELEASE,ES FROM AND AGAINST LIABILITY, CLAIMS OR ACTIONS ARISING FROM MY USE , DEMANDS
ARISING FROM MY OWN NEGLIGENCE OR INTENTIONAL CONDUCINCLUDINT.. THOSE
RELEASE OF LIABILITY, COVENANT NOT TO SUE, AND HOLD HARMLESS
AGREEMENT SHALL BE BINDING UPON ME
, My HEIRS, EXECUTORS,
ADMINISTRATORS, PERSONAL REPRESENTATIVES, D ASSIGNS, AND SHALL
INURE TO THE BENEFIT OF THE RE AND THEIR SUCCESSORS ORS AND
I HAVE READ THE AGREEMENT ABOVE RELEASING THE CITY FROM
LIABILITY, I VOLUNTARILY AGREE TO THE TERMS OF THIS AGRE
EMENT
Signature:
(If under I S years of age, parent/guardian must also read and sign Date:
) e:
I verify that I have the authority to enter into this agreement on behalf of any minor child
listed on this release and on behalf of any other parent/guardian of said minor:
Guardian's Signature
Date:
Printed Name:
City of Georgetown, Texas
SUBJECT:
Report on Anne Frank exhibit that is on display at the library until May 4 -- Eric Lashley
ITEM SUMMARY:
Congregation Havurah Shalom is the sponsor of the exhibit and is providing the docents who lead the
tours of the exhibit. The library provides the venue and logistical support,
FINANCIAL IMPACT:
SUBMITTED BY:
City of Georgetown, Texas
SUBJECT:
Consideration of dates of future Board meetings -- Eric Lashley
ITEM SUMMARY:
FINANCIAL IMPACT:
SUBMITTED BY: