HomeMy WebLinkAboutMinutes_LAB_09.05.1984Georgetown Area Public Library
Library Board Meeting - September 5, 1984, 11:00 A.M.
Members present: Seever, Weir, Bonner, Elliott, Sullivan, Philpot
Mrs. Seever called the meeting to order at 11:00 A.M. The minutes of the
August meeting were read and approved as read.
Mrs. Philpot gave the financial report. She also reported that a new librarian
assistant has been hired and that the Library is now open from 10:00 A.M. until
8:00 P.M. on Tuesdays and Thursdays. She showed the board the reference books
used in ordering books. The Library now has three full-time and two part-time
workers.
Mrs. Joanna Fountain from Southwestern University Library sat in on the meeting
as she is interested in serving on the Georgetown Area Library Board.
Under Old Business: The question of meeting time was discussed at previous meeting.
The By -Laws were amended as follows: Article V, Section 1 - Meeting Time to read:
"The regular monthly meeting shall be held on the first Wednesday of each month in
the Library." Moved by Mrs. Elliott, seconded by Mrs. Sullivan. Motion passed.
Discussion was held on the status of the Friends of the Library. Since no response
has been received from the President of the Friends, Mrs. Sullivan offered to
communicate with those concerned in an effort to resolve the situation.
Under New Business: Discussion was held on the report to the City Council due
on October 1. Mrs. Philpot and Mrs. Seever are to be responsible for this report.
Mrs. Seever requested that the Board act as a committee of the whole in suggesting
citizens to be submitted to the City Council for appointment as Library Board members.
The terms of Mrs. Elliott, Mrs. Seever and Mrs. Weir end in December.
Discussion was held on additional amendments to the By -Laws, to be voted on in October:
Article I - Name and Object - Should be amended to read: "The name of this organization
is Georgetown Area Public Library Board. The object is to act as trustees for, and
administer the affairs of the Library in conjunction with the City of Georgetown, and
according to the policies for governing the Library."
Article II, Section 3 - Should be amended to read: "Trustees serve for a three-year
term beginning January 1, and may be reappointed to one additional term (3 years).
A trustee who misses three consecutive meetings without adequate excuse and prior
notification shall be deemed to have resigned his position on the Board, and the
Board, with confirmation by the City Council, will appoint a new trustee to finish
out the term."
Mrs. Seever reported on the arrangements made for the Leaf Coloring Contest on Oct. 20.
There being no further business, the meeting was adjourned at 12:00 noon.
The next meeting will be Wednesday, October 3, 1984 at 11:00 A.M.
00 Respectfully submitted,
Mrs. Rawleigh Elliott
Secretary
Georgetown Public Library
Georgetown, Texas 78626
September 26, 1984
TO: GEORGETOWN CITY COUNCIL
Y.
SUBJECT: REPORT OF THE BOARD OF TRUSTEES, GEORGETOWN AREA
PUBLIC LIBRARY
NAME,
CHAIRMAN: The name of this Board is Board of Trustees of
the Georgetown Area PublicA,ibrary.
The current Chairman of this Board is
Mrs. Barbara R. Seever
2304B Mesquite Lane
Georgetown, Texas 78626 Phone 863-2275
Her term ends December 31, 1984
PURPOSE
& DUTIES: The Library was established in 1966 as a non-profit
organization, chartered under Texas law*and under
the federal Internal Revenue Service, for the purpose
of providing free library service to the citizens of
the.area. The library has no record of any city ordinance.
The goals, duties, and powers of this Board are
outlined in by-laws and standing rules, copies of
which are attached. (Please note that changes in
the by-laws are under consideration as indicated.}
It is the understanding of this Board, from a study
of the by-laws, standing rules, and previous actions
of the city and boards, that it is incumbent upon the
Library Board to make such decisions as will provide
for the best possible library service with maximum
utilization of the funds available. Since library
service is determined chiefly upon the needs and
wishes of the library clients in a specific area,
care has been exergised to meet 'the needs and wishes
of library clients in the Georgetown area. This
service may vary in emphasis from library service'in
other cities.
The current year began with the major goal of this
Board set at the construction of a badly needed new
library building. Prior to the bond election, the
Board worked for passage of the proposed bonds for
VO-N the new library construction.
With failure of the bond issue passage, the Board was
confronted with the problem of continuing and enlarging
service to a growing population in facilities already
outgrown. The Board appreciates the increase in funds
cont. on page 2
=7
REFORT OF LIBRARY BOARD Page 2
for fiscal year 1984-5 voted by the ;:ty .;au:icil
enabling the Library to add one full-time staff member
and to increase the hours the Library is open, a
request which has been made for a number of years.
Reluctantly, the Library Board made the decision to
utilize the space previously used as a meeting room
for community clubs and groups without charge for
expansion of the children's section. New shelving
is now being delivered and the "easy -read" books
transferred to that room. The children's and youth
section of the library is very heavily used and the
number of young readers increasing every year, so
this expansion was deemed to be absolutely necessary.
19 addition, new display carousels and shelving were
purchased for the adult fiction and new book section.
The shelving and other equipment were purchased with
funds which have been donated over a number of years,
as memorial gifts or designated for equipment, etc.
These funds are invested by the Treasurer of the Board
and draw interest until such time as they are needed.
It is planned to have some sort of special event to
open the new children's section; at such time current
library patrons will be asked to help replace the
funds now expended -- all looking to the day when we
will have a new building. The Board also has invested
funds which have been donated specifically for construction
of a new library (these are limited at present, but a
fund drive will be mounted at the time a new library
construction appears feasible).
ORGANIZATION:
The Chairman of the Library Board is elected by
members of the Board for a one year term (subject
to re-election). The present term ends December 31,
1984.
All members of the Board are appointed by the Mayor,
with the approval of the City Council (according to
present by-laws of the Board).
cont. on page 3
.4..
C.
lb
ON
REPORT OF LIBRARY BOARD Page 3
Present members of the Library Board are:
This yr not incl. Present Term
4a*ne lst appointed Lngth of Tenure LtLan Ends
I
Harry Gold
,,Iayor's rep.
Everett Williams
Irene Elliott
Barbara Seever
Merle Weir
Winfred Bonner
Dorian Sullivan
Jesse Valdez
Parker McC011ough
1970
13 yrs.
1163-
12/85
1969
14 yrs*.
1/83
12/85
1979
6 yrs.
1/82
12/84
1976
-
8 yrs
(terms not consecutive)
1/82
12/84
1982
2 yrs.
1/82
12/84
1984
lst yr.
1/84
12/86
1984
to fill unexpired
lst yr.
term
1/84
12/85
1984
lst yr.
1/34
12/86
1984
lst yr.
1/84
12/86
'lembers are elected for a three-year term.
Discussion has been held on the Possibility of
enlarging the Board and asking specific members to
be responsible for specific areas of interest, to
recruit members of the public to serve on committees,
and to work with the Librarian in those areas of interest.
(e.g. chi * ldren's programming, special eveftts and
displays, public relations and publicity, etc.)
No decisions have been made as to these suggestions.
Currently under discussion are revisions to the by-laws
which would limit the tenure of board members to two
terms and would specify that any member missing three
consecutive meetings without adequate excuse and prior
notification shall be deemed to have resigned his
Position. Non-attendance has been something of a problem,
occasionally making conducting business impossible
for lack of a quorum.
cont. on page 4
;f.
s
REPORT OF
LI3RARY BOARD rage 4
PATTERN OF
WORK:
The Library Board meets monthly, the first Wednesday,
at 11:00 a.m. at the Library. Special meetings may
be called by the Chairman. Time and place of meeting
are indicated in the By-laws. The agenda is assembled
by the Chairman, with suggestions from members of the
Board, after consultation with the Librarian as to
any problems or concerns to be addressed by the Board.
The minutes are recorded by a Secretary, who is elected
annually by members of the Board for a term of one year
beginning in January (may be re-elected). i.!inutes
of each meeting are approved at the ensuing regular
meeting. They are typed by a member of the Library
staff and filed both with the Secretary and in permanent
office files in the Library. They are distributed to
members of the Board. Theoretically, the representative
of the %,ayor makes necessary reports (could be by sharing
minutes) with the Mayor, who may report to the City
Council as a whole.
The Library Board has met :monthly, without recess,
for the past year. Minutes of the meetings of July,
August, and September are attached.
Goals for 1934 are discussed in the section on PURPOSE
on page one (1) of this report.
Changes in the pattern of work ;night include the
establishment of citizen committees to work with Board
members as on page 3.
RE -PORTING:
:jlost frequent contact, for reporting and questions,
is to the city Manager. The "Mayor's representative
reports to the P;;ayor.
The City I -Manager has been most helpful in matters
pertaining to the Library, attending meetings on
occasion.
The Library Board appreciates this opportunity to communicate with
the City Council and stands ready to cooperate in any way to
improve the service rendered by the Library.
aenpectf•_:lly submitted,
(Mrs.) Barbara R., Seever
Chairman
ir�rrrrrrr�rr
Revised 10/84
BY-LAWS FOR LIBRARY BOARD OF TRUSTEES
GEORGETOWN AREA PUBLIC LIBRARY
ARTICLE I NAME AND OBJECT
The Name of this organization is Georgetown Area Public Library.
The object is to act as trustees for, and administer the affairs
of the Library in conjunction with the City of Georgetown, and
according to the policies for governing the Library.
ARTICLE II MEMBERSHIP
Section 1. Number of Members
The active Library Board shall consist of nine voting members,
including the Mayor or his representative. Ex-officio members
include the City Attorney, Librarian, Southwestern Memorial
Librarian, and the President of the Friends of the Library.
Ex-officio members do not vote nor hold office.
Section 2. Selection of Board
The Mayor appoints all board members, including himselT or his
representative with the approval of the City Council. The Mayor,
on recommendation of the Board, may appoint ex-officio members,
called honorary members.
Section 3. Term of Office
Trustees serve for a three-year term beginning January 1, and
may be reappointed to one additional term (3 years). The Mayor,
in his discretion, may appoint a person who has previously served
on the Board. A trustee who misses three consecutive meetings
without adequate excuse or prior notification shall be deemed to
have resigned his position on the Board; and the Board, with
confirmation by the City Council, will appoint a new trustee to
finish out the term.
Section 4. Tenure
The nine members shall be divided into three groups. Places of
three members shall be vacated at the expiration of the first year,
and the same applies for three each successive year.
ARTICLE III OFFICERS OF THE BOARD
Section 1. Titles of Elective Officers
The elective officers are Chairperson, Vice -Chairperson, Secretary,
and Treasurer. These officers are elected among the members of
the Board.
1
By -Laws for Library Board of Trustees Page 2
ARTICLE III Cont':d
Section 2. Election Date
The officers are elected at the January meeting each year.
Section 3. Duties of Officers
The Chairperson presides at all meetings, and performs all other
duties pertaining to the office. The Vice -Chairperson, in the absence
of the Chairperson, performs all duties of the office, and shall
succeed in office of Chairperson in case of vacancy. The Secretary
keeps record of proceedings of all meetings, and has custody of all
records and papers of the Board. The Secretary shall notify each
member of the next meeting. The Treasurer shall receive all money,
receipts and disbursements, pays bills accumulated upon approval of
the Board, and is subject to audit whenever requested by the Board
or City Council.
ARTICLE IV COMMITTEES
Special committees for the study and investigation of special problems
may be appointed by the Chairperson; such committees to serve until
completion of the work for which they are appointed.
ARTICLE V MEETINGS
Section 1. Meeting Time
The regular monthly meeting shall be held on the first Wednesday of
each month in the Library.
Section 2. Special Meetings
Special meetings may be called by the Chairperson whenever necessary
for transaction of business stated in call.
Section 3. Quorum
Five members constitute a quorum. A quorum is not sufficient,
however, for major expenditures ($10,000+), building programs, or
administrative personnel changes. These situations require all
members present and voting.
ARTICLE VI BUDGET
The Librarian and Trustees shall work carefully within the framework
of the budget plans with best service for the Library in mind. The
budget is to be submitted to the City Council for approval.
ARTICLE VII AMENDMENTS
These By -Laws may be amended at any regular monthly meeting of the
Board with a quorum present, provided the amendment was stated at
the previous regular meeting.
91 Revised 10/84
Revisions voted May 1983
Library hours updated Sept. 1984
Georgetown Public Library
P.O. Box 428
Georgetown, Texas 78626
SIL'ANDING RULES OF OPERATION FOR GEORGETOWN AREA PUBLIC LIBRARY
1. A library card may be obtained without charge by any person
who lives in Georgetown or Williamson County communities not
otherwise served by public libraries. The applicant will be
required to provide his or her mailing address and street
address (supported by proper identification) as well as to
sign a library card. Children 14 years and younger must have
the signature of a parent or guardian. Visitors or temporary
residents may obtain a library card with a deposit of $15-00,
which will be refunded, less any accumulated fines or penalties,
when the visitor or temporary resident departs.
2.
-Library hours shall be: Mon., Wed., Fri. --- 10:00 a.m.- 5:00 P-m-
Tues., Thurs. --- 10:00 a.m.- 8:00 p.m.
Saturday --- 10:00 a.m.- 2:00 p.m.
3.
The library shall be closed on all holidays recogrrized by the
City of Georgetown. Additional days may be allowed at the
discretion of the Library Board of Trustees. Books due on
official holidays will be due on the following business day.
4.
Books may be checked out out for 14 days with one 14 day re-
check. Seven day books may not be rechecked. However, after
a one -week waiting period, both types of books may be rechecked.
The librarian may regulate high demand book§,(holiday books, for
example) in length of days and number of books checked out.
5.
Each borrower may check out two books with a new card. Sub-
sequently he may check out no more than ten books at any one
visit. Exceptions may be allowed at the discretion of the
librarian.
6. Fines for 14-day overdue books will be charged at a rate of
five cents per day, including Sundays and holidays. There
will be a ten cent per day charge for seven day books. The
ceiling on fines to be paid will be the current replacement
cost of the book(s).
7. Fines must be paid and all overdue books returned before
additional books are checked out by borrower or any member
of his immediate family. Any fine paid with an insufficient
check, or a check upon which payment was stopped, must be
made good before the borrower or any member of his immediate
family can use any service of the library.
8. Books must be brought back to the library for renewal. Telephone
renewals may be made at the discretion of the librarian in
case of illness or inclement weather.
9. Magazines will be kept for at least three years for reference
with Readers Guide.
Cont. on page- 2
I
LIBRARY STANDING RULES Page 2.
10. Lost books or those deemed by the librarian to be defaced
beyond use must be paid for at the current replacement
price plus a $1.50 handling charge.
11. Overdue books are the responsibility of the individual
borrower. To retrieve overdue books the librarian may
utilize telephone reminder calls and letters at her discretion
when staff time allows.
end
r�