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Home My WebLink AboutMinutes_LAB_03.16.2015Minutes of the Meeting of the Library Advisory Board City of Georgetown March 16, 2015 The Library Advisory Board met on Monday, March 16, 2015 at 6:30 p.m. in the staff conference room of the Georgetown Public Library, 402 W. 8th Street MEMBERS PRESENT: Pat Baldwin, Michael Barnes, Lois Case, Tom Hagen, Linda Nix, Margaret Thompson, and Pete Rose. STAFF PRESENT: Eric Lashley- Library Director Regular Session A. Citizens wishing to address the Board. None were present. B. Consideration of minutes of the February 16, 2015 meeting. — Margaret Thompson made the motion to accept the minutes of the February 2015 Library Advisory Board Meeting. Lois Case seconded the motion, which passed unanimously. C. Election of Vice -Chair and Secretary — Eric Lashley. Michael Barnes made the motion to elect Lois Case as Vice -Chair and Margaret Thompson as Secretary of the Library Advisory Board. Pete Rose seconded the motion, which passed unanimously. D. Consideration of Library Director's report — Eric Lashley. Lashley reported that circulation and visitations were slightly down for the month of February. Lashley noted OverDrive circulation is doing well with 1,901 checkouts of e -books and 432 e - audio book checkouts. The bookmobile circulation jumped to 3,118 checkouts. Director Lashley reported that volunteer hours are going up since Kalena Powell took over as the volunteer coordinator. Young and Rusty were the musical entertainment for February. The Friends of the Library's Hill Country Author Series, featuring Chris Tomlinson, was very successful with over 150 tickets sold. The library's free tax assistance has been going well. The library opened an hour later than normal in March 5 due to predicted bad weather. The Large Painting Group from Sun City has the art display on the second floor of the library in March. Lashley read the patron comments for February. E. Overview of library policies, budget, staff, and operations — Eric Lashley. Lashley handed out a copy of the library's staff directory and explained the duties of each staff member. Lashley handed out a copy of the library's budget and noted that the largest part is for personnel. Lashley explained how the library purchased its materials and discussed the various vendors the library uses. Lashley took the members on a tour of the Technical Services Department and showed the Board the current backlog of library materials. Lashley noted that the reduction in circulation statistics corresponds directly to the backlog of new books not getting out to the book shelves in a timely manner. Lashley noted that the library is hiring an intern to help catalog, as well as shifting staff members from the public services department to technical services to assist with the backlog. Pete Rose and Tom Hagen suggested that the Library Board draft a letter to the City Council, informing them of the library's staffing issues that need to be addressed. Addressing this issue with council will potentially help the library deal with the heavy workload in relation to placing orders, cataloging, and processing new library materials. F. Report on 50th Anniversary Committee — Linda Nix and Eric Lashley. Nix and Lashley reported that the kick-off for the 50th Anniversary celebration was a great success. Each member of the board was given a t -shirt and tote bag. Nix and Lashley talked about future events and noted that the library had received a lot of media attention. G. Report on February 27 staff trainina. core values. mission statement, and customer service policy — Eric Lashley. Lashley reported that Dr. Ron Swain facilitated the library's staff day of training. The staff worked on the core values, mission statement, and customer service policies. Lashley had recently received a report from Swain about ideas generated by the staff, but had not condensed the ideas for the board. Lashley will bring back a condensed version to the board in the near future. H. Consideration of dates of future Board meetings — Eric Lashley. The next board meeting will be Monday, April 20, 2015, Chair Linda Nix adjourned the meeting at 7:45 P.M. Respectfully submitted, Margaret T ompson, Secretary i Va74ixI,Li'k`air Notice of Meeting for the Library Advisory Board of the City of Georgetown March 16, 2015 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 Consideration of the minutes of the February 16, 2015 meeting. C Election of Vice -Chair and Secretary. — Eric Lashley D Consideration of Library Director's report. -Eric Lashley E Overview of library policies, budget, staff, and operations, — Eric Lashley F Report on 50th Anniversary Committee. -Linda Nix and Eric Lashley G Report on February 27 staff training, core values, mission statement, and customer service policy. — Eric Lashley H Consideration of dates of future Board meetings. — Eric Lashley CERTIFICATE OF POSTING I, 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 , 2015, at . and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting, Jessica Brettle, City Secretary City of Georgetown, Texas Library Advisory Board March 16, 2015 SUR IF,C'T: 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: This item has no direct financial impact. SUBMITTED BY: Lawren Weiss City of Georgetown, Texas Library Advisory Board March 16, 2015 SUBJECT: Consideration of the minutes of the February 16, 2015 meeting. ITEM SUMMARY:. FINANCIAL IMPACT: This item has no direct financial impact. SUBMITTED BY: Lawren Weiss ATTACHMENTS: Description Type El Minutes February 2015 liockup %laterild Minutes of the Meeting of the Library Advisory Board City of Georgetown February 16, 2015 The Library Advisory Board met on Monday, February 16, 2015 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, Lois Case, Tom Hagen, Linda Nix, Pete Rose and Margaret Thompson OTHERS PRESENT: Pat Baldwin Regular Session A. Citizens wishing to address the Board. None were present. B. Consideration of minutes of the January 20, 2015 meeting. — Michael Barnes made the motion to accept the minutes of the January 2015 Library Advisory Board Meeting. Stephanie Blanck seconded the motion, which passed unanimously. C. Consideration of Library Director's Report -- Eric Lashley -- Lashley reported that Blanck would be leaving the Library Board to become the chair of the new ADA Board within the City. Lashley thanked Blanck for her service. New board member Pat Baldwin was in attendance and she introduced herself to the board and the board members introduced themselves to her. Pat is a professional journalist that is currently teaching at Texas State University. Lashley noted that circulation and visitations were slightly down for the month of January. Lashley reported that the library has cataloged 1,000 less items than during January of the previous year. Lashley noted a backlog from our book vendor, vacations and illness have put the staff behind in getting new materials processed and out on the shelves. Lashley reported that the library has discontinued with paper library card applications. The library began tax assistance the last Saturday in January and to date the volunteers have handled more than triple the number of customers over last year. Lashley explained that OverDrive circulation continues to climb, for both a -books and audio books. Internet usage was also higher this month, while Bookmobile checkouts remained steady. Lashley read the patron comments and responded to a comment concerning a request to change the policy of having 7 day checkouts for high demand items. Lashley used the example of the recent John Grisham book in which the library purchased 44 copies at a cost of $674.00. Lashley explained if the checkout period was extended to 14 or 21 days the library would have to purchase approximately 80 copies for over $1,000 to keep up with patron demand. Before a Grisham book is purchased the library automatically has 305 patrons on hold for the book due to the Author Express feature. The 7 day checkout policy will not be changed at this time. D. Report on 50th Anniversary Committee — Linda Nix — Nix reported that the committee has selected a logo design and a tagline "Make Some Noise" for the 50th anniversary celebration of the library. Nix gave a list of events that the staff and committee are scheduling. A soft kick-off for the 50th Anniversary will be held on Monday, March 16, 2015 at 10 a.m. Lashley reported that he had met with Anna Aiken, one of the founding members of the library and read from a speech Anna gave in October 1965. E. Report on new parking lot design. - Eric Lashley — Lashley reported that the City will be advertising for bids on February 22 and March 1. The City plans to hold a pre -bid meeting March V or 4th and hope to open bids on March 10th or 11th. Construction will begin after the Red Poppy festival. F. Report on library budget for FY 2015-2016 — Eric Lashley — Lashley passed out a list of priorities for next year's budget (attached to these minutes). The list included an increased library materials budgets, a Cataloging Librarian position, a Library Assistant position or more funding for Temp/On-Call hours. The list also included, funding for Marketing & Graphic design, a Technology Strategic Plan and a plan for a west side library. G. Consideration of dates of future Board meetings. — Eric Lashley — The board members had no need to change the date of the March meeting, The next meeting will be Monday, March 16, 2015. Chair Linda Nix adjourned the meeting at 7:40 P.M. Respectfully submitted, �I a t cam... �-A d c-X . , Marga hompson, Secretary Linda Nix, Chair Library Budget and Planning 1. Increase Materials Budget —Traditionally, there are two basic statistics used to measure success in libraries: materials checked out and visitations. We have seen a slight decline in items checked out in the last few months due to the lack of new materials. Approximately 30% of our monthly circulation comes from our new materials and DVDs. Visitations have continued to stay steady or have risen during this same period. We average around 4,300 materials on reserve at any given time. To continue to serve the number of visitors and patrons waiting for materials, we need to increase the materials budget. 2. Cataloging Librarian If we increase the materials budget, we will need to hire a Cataloging Librarian to help process the increase materials. We currently have 1.5 staff members cataloging. We need an additional staff member to help keep up with the current workflow. Last FY, our catalogers added 14,635 items and deleted 10,599 items. 3. Desk Coverage — Library Assistant or additional Temp/On-Call Staff 4. Marketing — Graphic Design — Promotional Materials 5. Technology — Need to have a strategic plan for the library's public technology (public computers, photocopier, projectors, and PA systems) 6. Planning: Westside Library — satelite, storefront, or full service branch. Possible land acquistion. City of Georgetown, Texas Library Advisory Board March 16,2015 SUBJECT: Election of Vice -Chair and Secretary. — Eric Lashley ITEM SUMMARY: Per the Library Advisory Board bylaws, the Vice -Chair and Secretary are, "elected by a majority vote of the Members at the first meeting after the annual appointment process." FINANCIAL IMPACT: This item has no direct financial impact. SUBMITTED BY: Lawren Weiss City of Georgetown, Texas Library Advisory Board March 16, 2015 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 February 2015 Backup Malcrial ❑ Statistics February 2015 }ial.up \latcrfal ❑ Memorials Log February 2015 RiAtIp MalvmIl •' • HIGHLIGHTS • The library was closed February 27 for staff training • Ron Swain led the morning session of staff training. He worked with staff on the core values, mission statement, and fine print policies for the library. Eric led the afternoon session with a behavior styles workshop. • Young & Rusty provided live music on February 15, 2015. • Thomas Gutzke provided art in the library's galleries during February. • The library hosted a Stuffed Animal Sleepover on Februury 6 & 7. Brunch was served the morning of the 7th for kids to pick up their beloved stuffed animals. Participants were able to follow the fun on Facebook to see what their toy was up to all night. This was a very popular event. • The Friends of the Library's Hill Country Author Series event on February 20 featured Chris Tomlinson. This was a highly attended event for the Friends. • Free tax help continues, as Jerry and his crew assists more patrons than ever before. MPATRON COMMENTS FOR FEBRUARY 2016 1. Patron comment: Way too noisy at the library. I came here to study but had to listen to kids being loud playing video games. I asked at desk if they could get them quieted but nothing happened. 2. Patron comment: We are so lucky to have Michele. 3. Patron comment: Try and sell burgers from Burger King. GEORGETO N PUBLIC LIBRARY Comparative Fiscal Year statistics w, 2014 Oct Nov Dec Jan Feb Annual Total Patron Visits Current Year 27404 25067 29346 22965 46346 151108 2013- 014 26554 29893 24808 29552 28508 361444 01-2013 26729 27473 19786 27227 2734 350225 2011-2012 30822 27674 22499 35123 32409 396094 2010-2011 31410 27524 28878 27363 29232 362923 Circulation 2014 „< Current Year 4064 41409 39820 41946 39834 203643 2013-014 46597 42212 40366 44732 40648 559209 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 2014-20i58tatistics Children's Programs Annual Total Attendance 988 790 807 1041 1109 4735 Programs 41 6 15 5 8 75 Story Time Programs 21 18 7 24 20 90 Other (Toth, Movies, C 4 13 0 4 5 26 After School Programs 4 5 4 4 4 21 Other services Ordered 63 22 33 39 44 201 filled 43 26 23 16 36 144 Internet usage (persons', 5152 4831 4710 5427 5496 25616 Overdrive usage (E-books) 1540 1578 1789 2041 1901 8849 Overdrive usage (audiobooks 392 40 444 458 432 2156 Bookmobile circulation 2626 2695 2697 2530 3118 13666 Volunteer Hours Adult 613.50 625,00 533,25 555.00 625,00 2951,75 Teen 124,25 40.00 5475 46.00 58.50 32150 Community Service 20,00 29Z0 15,50 13,50 25,50 104,00 Total 757,75 694:50 603,50 614,50 709,00 3379,25 Registrations City Residents -new 159,00 116.00 78,00 123,00 17200 64&00 GISD Kids' Cards 14.00 Z00 10.00 9,00 6.00 41.00 Non -residents -new 49:00 36,00 33,00 _ 84,00 102,00 304,00 Total 222,00 154:00 121,00 216.00 2K00 993,00 Cash Receipts Fines/Mist, Revenge 3342,16 2714,21 2999.53 3645:36 3154,05 15855.31 Non-resident fees 2550.70 199 00 2474A0 2575.00 2635.00 12230.10 Donations 1295,90 1359,57 1104.51 1946,91 1720.63 7427,52 Gifts/Memorials 390,00 3495,14 34642.00 2150.00 1054,00 41731A4 Meeting Room Use persons attdg meetings 2978 3001 1293 1760.00 257.00 11605 . aa';Falry Collection Changes Lt ies Added 616 969 1475 887 855 4802 Copies Discarded 1658 1608 675 876 1745 6562 Donations Added 159 189 173 131 54 706 GEORGETOWN PUBLIC LIBRARY DONATIONS -- February 2015 Sam Pfiester Copy of his book Solomon's Temple Ralph (Bill) Sherod Copy of his book Search for the Hidden Valley Leslie Bradley $200 for coffee and snacks for tax help Jean Underwood $50 in memory of Norma McKinney Anna Aiken $100 use where needed Cash box front desk $73 use where needed Maria Betancourt & Ella Magnusson $131 In Memory of Dr. Timothy Adams -use where needed Beverly Morgan Copy of her CDBK Breastfeeding Basics and Beyond In Memory of Todd Morgan Dwight Benson for CenTex Colony of Mayflower Desc. $500 for educational books (reference/geneology) City of Georgetown, Texas Library Advisory Board March 16, 2015 SUBJECT: Overview of library policies, budget, staff, and operations. — Eric Lashley ITEM SUMMARY: FINANCIAL IMPACT: This item has no direct financial impact. SUBMITTED BY: Lawren Weiss City of Georgetown, Texas Library Advisory Board March 16, 2015 SUBJECT: Report on 50th Anniversary Committee. -Linda Nix and Eric Lashley ITEM SUMMARY: FINANCIAL IMPACT: This item has no direct financial impact. SUBMITTED BY: Lawren Weiss City of Georgetown, Texas Library Advisory Board March 16, 2015 SUBJECT: Report on February 27 staff training, core values, mission statement, and customer service policy. — Eric Lashley ITEM SUMMARY: FINANCIAL IMPACT: This itern has no direct financial impact. SUBMITTED BY: Lawren Weiss City of Georgetown, Texas Library Advisory Board March 16, 201 5 , SUBJECT: Consideration of dates of future Board meetings. — Eric Lashley ITEM SUMMARY: FINANCIAL IMPACT: This item has no direct financial impact. SUBMITTED BY: Lawren Weiss