The URL can be used to link to this page

Home My WebLink AboutMinutes_LAB_10.20.2014Minutes of the Meeting of the Library Advisory Board City of Georgetown, Texas October 20, 2014 The Library Advisory Board met on Monday, October 20, 2014 at 6:30 p.m. in the staff conference room of the Georgetown Public Library, 402 W. 8th Street MEMBERS PRESENT: Michael Barnes, Stephanie Blanck, Linda Nix, Margaret Thompson Regular Session A. Citizens wishing to address the Board. None were present. B. Consideration of minutes of the September 15, 2014 meeting. — Michael Barnes made the motion to accept the minutes of the September 2014 Library Advisory Board Meeting and Margaret Thompson seconded the motion. The motion passed unanimously. Consideration of Library Director's report — Eric Lashley — Lashley reported that the library's fiscal year ended on September 30, 2014. Lashley went over the 2013-14 fiscal year stats with the board and reported that both visitation and circulation were up over the previous year. Lashley also reported that from February 14th to October 20, 2014 the bikes have had 328 check-outs. Lashley discussed the month's events such as the Maketember event held on September 20, the Williamson County Art guild display and the Le Grosse Tete musical performance. Lashley also noted that Melissa Mote, Bethni King and Toni Nietfeld attended at CTLS regarding technology in libraries. Lashley reported that some librarians would be attending the "Lead the Change" Library Journal training in Houston on October 23. Lashley noted that the Art Hop is currently at the library. The most popular sculpture is Whimsical Spherical by Art Fairchild, located in the middle of the lobby. Lashley reported that the inventory, which took place October 7 — 10, was very successful. All items were inventoried. Lashley reported that the highest loss rate came from the DVD collection for both children and adults. The other collections had a very low loss rate. Lashley said it was obvious that some of the missing items were not being properly checked out at the self -check machines. C. Consideration and possible action authorizing library staff to purchase books from Ingram, Inc. in a total amount not to exceed $110,000 for fiscal year 2014-2015. - Eric Lashley — Lashley reported that the library has two major vendors to purchase library materials from-, Baker and Taylor and Ingram, Inc, with the greatest cost -savings being with Ingram. Michael Barnes asked about purchasing music CDs with Ingram. Lashley responded that the library purchased most of its music CDs and DVDs through Mid -West Tape, Wal-Mart, or Amazon. Lashley reported the library was happy with the service we received from Ingram. Stephanie Blanck made the motion to authorize the library staff to purchase library materials from Ingram, Inc. in an amount not to exceed $110,000 and Margaret Thompson seconded the motion. The motion passed unanimously. D. Consideration of changes to Library Advisory Board bylaws — Eric Lashley — Lashley handed out a copy (attached to these minutes) of the changes to the Library Advisory Board bylaws. There were only minor changes, including the board's name changing from City Library Board to the more commonly used Library Advisory Board. E. Report on Sno-Isle Libraries one-page strategic plan. — Eric Lashley — Lashley handed out Sno-Isle's plan (attached to these minutes). Lashley explained that he tried to contact the Assistant Director of Sno-Isle several times, to learn more about how their one page strategic plan was formulated and developed, but he did not receive a response. F. Report on City of Georgetown's Website Survey. — Eric Lashley — Lashley reported that he had not heard back from Erin McDonald, the City Webmaster, about the results of the website survey. Board members expressed that they felt the survey did not seem to be very useful. Lashley said he would relay the message to the Public Communications department. G. Report on CTLS (Connecting Texas Libraries Statewide). — Eric Lashley, Linda Nix — Nix reported that she and Lashley attended the annual CTILS meeting in Kyle and visited the new Kyle Public Library. Lashley and Nix reported on the layout of the new facility and commented on the numerous signs warning patrons they were being recorded by security cameras. Nix reported CTILS now has 93 members. Nix reported that former director Pat Tuohy had joined the board of the Tocker Foundation, which provides financial grants to small and rural libraries. Nix said that the State Library gave a report about the Talking Book program for the Blind and Learning Disabled and also that the Performer's Showcase for Summer Reading performers would be held at the Georgetown Public Library in November. H. Consideration of dates of future Board meetings. — Eric Lashley — The board noted that the next meeting will be held on November 17, 2014. There was no motion to move the meeting date or time. Chair Linda Nix adjourned the meeting at 7:35 P.M. Respectfully submitted, 6--V Margaret Thompson, Secretary Linda Nix, Chair DIRECTOR'S MONTHLY Y REPORT GEORGETOWN PUBLIC IC LIBRARY OCTOBER 2014 HIGHLIGHTS • The staff conducted an inventory of the entire library collection October 7 — % • The library was a display location for the annual Georgetown Art Hop which ran October 3 — 30; • The monthly lure music series featured Katie Gosnell, who performed on Sunday, October 19. • Eric Lashley, lethni King, Sally Bernier, Sally Miculek, and Melissa Hate attended the Library Journal's Lead the Change workshop at the Houston Public Library on October 23. • The library hosted a number of Halloween parties which were well attended, The children's services staff' performed a number of puppet shows and the performances have been placed on the ity's YouTube channel; • Judy Fabry's last day at the library was Thursday, October 30. The staff gave her a private party and a scrapbook with photos of Judy's 20 plus years of service. PATRON COMMENTS FOR OCTOBER 2014 1 Patron comment. Recibi muy Buena atencion y Ayuda de la empleada Gloria. Gracias 2. Patron comment: No shoes, no socks, 2nd floor center! This is very wrong. Please! 3. Patron comment: Put form on-line for new card form. 4. Patron comment: Get a new sign in book for the A-L ufferesil l will be happy to pay the cost. GEORGETOWN PUBLIC LIBRARY Comparative Fiscal Year Statistics 2014 Oct Nov Dec Annual Total Patron Visits c;,Igoq Current Year --64887-- 54807 2013-2014 26554 29893 24808 361444 2012-2013 26729 27473 19786 350225 2011-2012 30822 27674 22499 396094 2010-2011 31410 27524 28878 362923 Circulation 2014 Current Year 40634 40634 2013-2014 46597 42212 40366 559209 2012-2013 41909 42277 38971 550683 2011-2012 45280 42854 38880 552032 2010-2011 40965 40697 35963 527746 FY 2014-2015Statistics Children's Programs Annual Total Attendance 988 988 Programs 41 41 Story Time 21 21 Other (Tour, Movies, C 4 4 After School Programs 4 4 Other Services ILL Ordered 63 ILL filled 43 Internet usage (persons) 5152 Overdrive usage (E-books) 1540 Overdrive usage (audiobooks) 392 Bookmobile circulation 2626 Volunteer Hours Adult 613.50 Teen 124.25 Community Service 20.00 Total 757.75 Registrations City Residents -new 159.00 GISD Kids' Cards 14.00 Non -residents -new 49.00 Total 222.00 Cash Receipts Fines/Misc. Revenue 3342.16 63 43 5152 1540 392 2626 613.50 124.25 20.00 0.00 0.00 757.75 159.00 14.00 49.00 0.00 0.00 222.00 3342.16 Non-resident fees 2550.70 2550.70 Donations 1295.90 1295.90 Gifts/Memorials 390.00 390.00 Meeting Room Use persons attdg meetings 2978 2978 Library Collection Changes Copies Added 616 616 Copies Discarded 1658 1658 Donations Added 159 159 GEORGETOWN PUBLIC LIBRARY DONATIONS -- October 2014 DONOR DONATION _�- Jean Brashear Copy of her novel, Texas Blaze Native Plant Society of Texas --Wilco Chapter 14 children's books about birds, butterflies, amphibians, and botanical subjects Marian and Larry Kobrin $15 in memory of Bill Limbaugh Gretchen Cormier Copy of Modern Essentials: A Contempory Guide to the Theraputic Use of Essential Oils Georgetown Heritage Society $350 for cart for Gael Dillard Collection The Woman's Club $25 in honor of Kimberly Garrett Milton Jordan Copy of his novel, If Not Me, Who? The Grant Family Fund $2,000 in honor of Master Caleb Plank -Grant Lester Frazier $250 for staff Christmas party GEORGETOWN PUBLIC LIBRARY Comparative Fiscal Year Statistics 200 Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Annual Total Patron Visits Current Year 26664 29893 24808 29552 28508 32771 29993 32224 34833 34543 28227 29538 361444 2012-2013 26729 27473 19786 27227 27534 32142 29052 31322 27364 34402 33680 3 514 3E22 ". 2011-2012 30822 27674 22499 35123 32409 47620 39433 26692 37182 4..6a 26800 396£ha 2010-2011 31410 27524 28878 27363 29232 31269 33018 28835 29195 36898 27393 31908 36 923 Circulation 204 ! :, • _.;:, .'.:E , ;. :,: " :,:::: 20 Current Year 46597 42212 40366 44732 40648 46748 42575 44837 55464 55912 53094 46024 559209 2012-2013 41909 42277 38971 44973 40288 45324 44749 44932 54345 56862 51078 44975 550683 2011-2012 45280 42854 38880 44006 41925 45073 42285 46462 55172 55112 50183 44800 552032 2010-2011 40965 40697 35963 42919 40488 44139 40729 44652 53999 53332 44806 45057 52774 i- FY 2013-0214Statistics Children's Programs Annual Total Attendance 1351 789 612 854 1031 1178 989 1140 1623 1550 226 282 11625 Programs 11 5 11 4 11 12 5 17 18 13 4 13 124 Story Time 27 19 12 22 20 18 23 20 9 15 0 25 210 Other (Tour, Movies, Cr 8 4 4 0 0 4 4 6 0 0 0 2 28 After School Programs 4 5 4 4 4 4 4 4 7 6 3 4 53 Other Service* ILL Ordered 64 38 38 52 36 28 29 25 41 40 34 24 473 ILL filled 41 32 31 26 31 17 21 21 32 29 25 18 324 iittemet usage (persons) 6130 5002 4453 5428 5020 5661 4862 4737 6622 7465 6233 4806 66419 overdrive usage .(E books) 1129 1188 1278 1370 1294 1307 1213 1521 1558 1869 1801 1580 17108 Overdnve usage b udiobooks) 237 282 282 292 280 352 316 393 363 384 368 377 3926 Bookmobile omuia^Jon 2979 2609 2466 2038 2941 2464 2695 2553 2854 2285 2741 2652 31277 Volunteer Hot+rs Adult 667.25 692,50 559.50 716.85 634 50 770.75 60115 730,75 680.75 691,25 643.75 546.25 , 935:35 Teen 44.00 11.00 52;00 75.50 79.75 1&50 40.00 10&00 118.50 117.00 74,50 31.75 765 50 Community S,>rvice 42,00 55.75 130.25 107.50 72,25 141:50 204.00 166,25 136,25 211,00 198.50 82,00 154' 2' Total 753,25 759,25 741,75 899,85 786.50 927.75 845.75 1003.00 935.50 101915 916.75 660.00 10248 6 Registrations City Residents -new 142 95 97 94 185 150 139 99 206 165 107 110 1539 GISD Kids' Cards 8 6 0 1 12 10 11 10 21 17 4 3 103 Non -residents: -new 26 21 28 39 40 39 27 26 72 69 38 45 470 Total 176 122 125 134 237 199 177 135 299 251 149 158 2162 Cash Receipt Fines/Misc. Revenue 3302,99 3042.65 2996,25 3923-26 3253,24 3645,42 3151:5i 3454,35 3711.86 3688.98 3780.84 3420.87 4137222 Non-resident ;ees 2060,00 1880,00 1905,00 3090.00 2555,00 2630,00 2220 00 2965.00 4910.00 3650,00 3303.00 2640,00 33808,00 Donations 2868,85 1115.53 2197.52 389.70 1216.10 1850,90 1313.30 360A3 1338.77 2109.00 1257.06 1384.29 17401,45 Gifts/Memos ais 125.00 2525.00 1182.50 9171,25 5273,50 4154.81 18928,75 1387,00 290,00 200.00 605.00 79599 44638.80 Meeting Room Use persons attdg meedogs 3542 3009 2396 2744 2868 5500 4410 3092 4072 4199 1871 2745 40448 Library Collection Changes Copies Added 1851 890 1278 967 1220 1299 1416 1164 1046 1382 1106 1016 14635 Copies Disca<ded 473 389 394 701 629 449 572 1391 2201 1383 976 1041 10599 Donations Added 212 75 138 138 77 132 133 159 214 360 272 152 2062 e40� gAe „d noam he Ia , week of .Jarivai'l 2('1,4 t.&ti t C_ cft h C GEORGETOWN PUBLIC LIBRARY DONATIONS -- September 2014 - T Georgetown Optimist Club -$250 for youth programming .�_.___._ -Leon Jablonski 7 volume, 2011 edition of Scott Catalog of United States Stamps & Covers B.'Peyton Chamberlin Copy of his book, Odyssey of an Assassin Vol l: Tiger in the Dark Don and Judy Parks $25 in memory of Doris J. Clifford Jeanne and Lawrence Weiss $100 in memory of Doris J. Clifford Lester Frazier $250 for staff party Jeanell Bolton Copy of her novel, What the Heart Wants Robert & Lola Soulen $100 in memory of Doris J. Clifford Leslie Bradley $10 for Pippi Longstocking DVD-money left at her desk City of Georgetown, Texas SUBJECT: Consideration and possible action authorizing library staff to purchase books from Ingram, Inc. in a- total amount not to exceed $110,000 for fiscal year 2014-2015. Eric Lashley ITEM SUMMARY: The City Council must approve spending more than $50,000 with a single vendor. Before Council considers approving this spending, it must have been vetted by a City board related to the department making the requests. The Library Advisory Board serves in that capacity. In central Texas, only library materials vendors Ingram, Inc. and Baker & Taylor are set up to handle the volume of single -title sales a library generates. Fiscal responsibility dictates that we give most of our business to the one with the deepest discounts. The library's budget for materials for FY 14-15 is $140,000. In FY 13-14, under contract 715-N, State of Texas Co-op # M246 1, we spent $10 1,000 with Ingram because they gave us the deepest discounts: 47% for hardcover books, 41 % for paperbacks, and 31.5% for DVDs. Also, under this contract we receive free shipping. We will operate under a new contract, 715-M2, for FY 14-15. All discounts and free shipping remain the same. FINANCIAL IMPACT: The decision the Board makes will go forward to City Council. Approval will permit the library to continue its current purchasing process. SUBMITTED BY: Lawren Weiss City of Georgetown, Texas SUBJECT: Consideration of Library Director's report -- Eric Lashley ITEM SUMMARY: FINANCIAL IMPACT: This item has no direct financial impact. SUBMITTED BY: Lawren Weiss ATTACHMENTS: Description Type Director's report October 2014 Backup Material Statistics October 2014 Backup Material E3 Memorials Log October 2014 Backup Material City of Georgetown, Texas SUBJECT: Report on vacant Fine Arts Librarian and Administrative Assistant positions. --Eric Lashley ITEM SUMMARY• FINANCIAL IMPACT: This item has no direct financial impact. SUBMITTED BY• Lawren Weiss City of Georgetown, Texas SUB '1 CT: Report on the Library Journal's Lead the Change workshop in Houston.— Eric Lashley ITEM SUMMARY: FINANCIAL IMPACT: This item has no direct financial impact. SUBMITTED BY: Lawren Weiss City of Georgetown, Texas SUBJECT: Report on Sno-Isle Libraries one page strategic plan. --Eric Lashley ITEM SUMMARY• FINANCIAL IMPACT: This item has no direct financial impact. SUBMITTED BY: Lawren Weiss City of Georgetown, Texas SUBJECT: Consideration of dates of future Board meetings -- Eric Lashley ITEM SUMMARY: FINANCIAL IMPACT: This item has no financial impact. SUBMITTED BY: Lawren Weiss BYLAWS CITY OF GEORGETOWN LIBRARY ADVISORY 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 11. 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 Revised May 23l1t Pege 1 of 6 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 Commissions, 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 IIL 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 Beard. ARTICLE IV. MEETINGS Section 4.1. Time and Date of Regular Meeting. The 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 Revised 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 hoard 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 4A. 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 Sccrctary, 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 of6 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 Subcommittee meetings. If a Member is removed from the Board that position shall 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 dosed 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 matters, deliberation regarding the value of real property, competitive utility Library Advisory Board Bylaws RevkM May 7011 Page 4 of 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 VIL 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 Hoard Rylativs Revised May 2011 Page 5 of6 Approved and adopted at a meeting of the City Council on the 10 day of 2011. ATTEST: THE CITY OF GEORGETOWN City Secretary, Mayor C/ Approved and adopted at a meeting of the Board on the day of A kAIJ - '20—IL. Board Secretary Library Advisory Board Bylaws Revised May 2011 Page 6 of BOARD Board Chairman