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HomeMy WebLinkAboutMinutes_LAB_05.11.1993GEORGETOWN PUBLIC LIBRARY ADVISORY BOARD May 11, 1993 1: 00 p.m. Library Board Room Present: Pat Ball, Jean Marie Mendez, Tomi Spence, Mary Beth Huba, Tresa Long Absent: Morton King (out of town), Bob Horick (conflicting meetings), Martin Beeman (out of town), Rhonda McCollough. The meeting was called to order at 1:10 p.m. 1. Jean Mendez moved to approve the minutes as circulated, seconded by Pat Ball, passed unanimously. 2. Because of illness in the family, Mary Pat McLaughlin was unable to attend the meeting. She was represented. by Joy Marion and Lee Sparks. They offered a proposal for a three month introductory library card. They explained that the card would not have reciprocal privileges, so it would have no effect on our borrowing agreement with Round Rock. Pat Ball made a motion to accept the three month introductory card proposal after changing "nonrenewable" to "renewable after one year". Tresa Long seconded the motion, which passed with Jean Mendez dissenting. 3. Jean Mendez moved to accept the gift fund expenditures, seconded by Tresa Long and passed unanimously. 4. Tomi Spence moved to table discussion of the fund raising policy, seconded by Jean Mendez and passed unanimously. 5. Jean Mendez made the comment that the first draft of the Budget as presented was excellent. Jean moved that the first draft be approved, seconded by Tresa Long and passed unanimously. It was noted that the Board will meet with the City Council the evening of June 21. Jean Mendez moved to adjourn at 1:45 p.m. Pat Ball seconded the motion, which passed unanimously. Respectfully submitted, Tomi Spence Secretary Report--Sub-Committee on Lost Book Payment Options The decision on whether to charge lost books on City bills will be based on careful consideration of the following questions. The procedure will not be implemented until the city upgrades the Finance Department computer with 6 to 18 months. This will allow sufficient time to discuss all questions, General questions and considerations before making final, decision. Are there precedents? Mary Pat is checking with CTLS, What are the legal considerations? City Secretary will be consulted. Will a public hearing be useful'? Is this good or bad PR for the City? How will charges be enforced for users not receiving city utility bills? Reciprocal borrowers, non-residents, residents in apartments or rooms who do not pay utilities separate? Should the procedures include municipal court, collection agency or, other process'? Should books already out or overdue at the time the procedure is instituted be included? If the patron is making an effort to pay out, will it be possible to not send bill to city? Is it possible to set up a payment schedule? Must determine way to establish cost of books. The City Council must approve. BEFORE PROCEDURE IS INSTITUTED Amnesty program will be held before new procedure iastituted. Major PR campaign to inform public. Staff recommends a planned complete inventory be finisheo betare the procedure is instituted to insure current status of all items. PROCEDURE Each registration card will contain notice that this procedure is Use& Each previously registered patron must he natifie& mailing or as card is used or renewed, The "Final notice" should indicate a date for last chance to respond and a date that the bill will be sent to city for billing. MONTHLY REPORT LIBRARY SERVICES DIRECTOR MAY 1993 BUILDING Work is continuing on the HVAC and the computer room RIC. The semi -automatic door on the courtyard entrance has been installed. ADMINISTRATION The Information Services committee met for a tour of the Library's computer applications, The CTLS Long- Range planning committee met at the Library, PERSONNEL The staff participated in the first session ot the Program review conducted by CTLS and the Texas State Library consultants, PROGRAMMING The children were treated to a surprise puppet show when Mr. & Mrs. Phillips, Senior Volunteers based in Arlington, Texas, offered to present a show while they were passing through Georgetown, Lisa Holmstrom with Performing Art Studio presented "What a world". Plans are complete for an exciting Summer Reading program beginning Friday June 4. Mary Beth Huba has committed to present the preschool sessions each Thursday, and Pat Collins will present the Toddler sessions, Other Library volunteers are prepared to help in various areas, FRIENDS OF THE LIBRARY The Friends are collecting books for the book sale to be held June 4 and 5, The Friends will be selling summer reading club T-Shirts, Georgetown Public Library 6EORGETOWN PUBLIC LIBRARY CIRCULATlDG 5TATISTIC� Apr 93 May 93 Year to Dan. PATRON VI5 Current Month 6822 5398 4440.��` 1991-1992 5645 576C, 42239 1990-1991 5918 5594 4324*17 1989-1990 5955 5�6S n5AA� _--' _ CIRCULATION Current Month 12850 11486 97228 1991-1992 12309 12381 97389 1990-1991 11824 11990 3829� i989-1990 10007 9961 77932 CHILDREN`S PROGRAMS Attendance 639 552 3331 Programs 3 2 15 Story Hour 19 2 �l Tours 2 3 17 Movies 0 � 9 OTHER SERVICE�3 ILL ordered 30 47 312 ILL filled 31 31 264 Literacy sessions 19 14 21S VOLUNTEER HOURS' Adult 59.5 32'75 4S2 Teen Community Service 33 39'75 '316'7� Total Volunteer Hou 92'5 722� 798'0*., REGI5TRATION� City residents 74 S43 Nn0-res i dents 14 18 t87 Reciprocal 4 O 25 Total new 116 92 1055 Renewals 39 39 277 CASH RECEIPT!� Fines, Room Rentals $963'48 $697.79 S6^288.0� Non -Resident fees $885'00 $978'00 $7'590'00 Donations COLLAR? TION $125'96 ="O57'89 S4,205 0,'' Books Purrhaaed 258 32� l827 Donated 215 l78 M ToCm| added 473 498 255� Books on Ca5se4t� Purchased O O 2� Torah r`Med PROGRAM RENEW OF THE GEORGETOWN PUBLIC LIBRARY MAY 1993 Background The Georgetown Public Library is a municipally owned library which serves the city of Georgetown, the county seat of Williamson County. The Library has experienced unprecedented changes over the last decade. Since 1982 the Library has undergone fundamental changes in its governing structure, physical plant, patron usage, staffing configuration, and materials inventory. In that year the Library was located on the Square in a 5,000 Sf facility. The library had a staff of 2.7 FTEs, the collection was comprised of 35,760 holdings, 81,036 items were circulated, and the building was open 39 hours per week. Total budget for 1982 was $29,367. In 1992 the Library facility was located in a recently constructed 17,000 Sf building west of the Square. The Library was staffed by 7.5 FTEs, the collection contained 54,081 volumes, 152,873 items were circulated, and the building was open 53 hours per week. Total operating budget was $234,324. The rapid population growth in the Georgetown area promises to intensify the pressure on existing library materials and services of the Georgetown Public -Library. To meet the challenges now facing the Georgetown Public Library, Georgetown City Management has requested that a comprehensive review of current Library programs be conducted by outside consultants. Approach An review team consisting of Pat Tuohy, Coordinator of the Central Texas Library System, and Jennifer Patterson, Organizational Management Trainer with the Texas State Library will perform the Review. The team will measure library services and programs now offered by the Georgetown Public Library against state and national standards of service. Use of such standards will provide a common reference points for evaluating the effectiveness of the library service delivery system now in place. The team will examine internal functions and external factors impacting the delivery of library services to citizens of Georgetown. Both Library staff and public library users will be utilized to identify critical needs and expectations. Strengths and weaknesses of current programs will be identified. Any future developments in society and technology which could impact library services will also be examined. Strategies for addressing current weaknesses and future opportunities will be developed. MethodolM The review team will utilize total quality management techniques to approach this Program Review. Statistical analysis of Library processes and service delivery systems will be integral to evaluating the effectiveness of current library services. Some of the techniques that may be appropriate for this Review are: group process and teambuilding, the problem solving process, customer surveys, and the system improvement process. Outcomes A report will be prepared and presented to the Georgetown Public Library Staff and Board and City Management detailing the findings of the Program Review. Periodic status reports to the Staff and Board will document the progress of the Review. The report will state the conclusions reached by the team and make recommendations for - future action. OUTLINE OF THE PROCESS Below is a proposed timeline for the Program Review. Approximate dates are used since an exact schedule must take into consideration the workload and patron demands placed on the Library. May 10 Submission of Proposed Program Review to the Director of Community Services, City of Georgetown May 17 Presentation of Program Review process to Staff of the Georgetown Public. Library. Developing group process skills for the Program Review Identification of current services June 2 Status Report to the Georgetown Library Advisory Board on May 17 meeting .tuns Data gathering phase July Communications skills for the Staff August Problem Salving Process applied to the Georgetown Public Library September Preliminary draft of Program Review presented to Georgetown Public .-Library Staff and Board October Presentation of Final. Report of the Review Team PROGRAM REVIEW ACTIVITIES REQUiRING JOINT STAFF/FACILITATORS EFFORTS DESCRIPTION DATE STAFF OF ACTIVITY NEEDED ASSIGNED 1. Demographic profile of Georgetown August 15 and environs Extracting data and using available reports to identify city/county populations and the changes going on now in the area. 2. Statistical comparisons with other August 15 libraries Identifying comparable communities and using their library services to measure how GTPL is doing. 3. Surveys of users July 10 P Tuohy Identifying kind of data needed to evaluate the effectiveness of GTPL current services. Design and construction of users surveys. 4. Technological assessment of Library August 15 Assessing the technological capabilities of library systems and projecting the future internal needs of the library and of library users. 5. Manpower assessment August 15 Mary Pat Identifying what constitutes "basic level of library service". Projecting yearly increases in demand measures that would have an impact on staffing levels. Studying the impact volunteers could have on staffing, FUTURE PROGRAM REVIEW DATES June 18 Communications Skills for Staff 1 - 5 P. M. July 16 Problem Solving Process applied to a 1 - 5 Pm� Georgetown Public Library situation MBTIGTPL 5193 Fir's Oct e na f by s�A RURGUOIN PURTE WARP-H 93A4 CHRM YUR CHI MEN! 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Gv: ✓ ,• }`} t awr r};v ^„a` a t C,'>: ,z.. .... 4 x.-x", vi Y'"•.... t.'.t 5e t wt h _4 Rive a :S: a s RE a° t:Y ar 31 AV �p t a, n sra §"rc•a Sir :..t-. s�„ „.� .. ,-�: e'";a —t axn e. 4€ r 't rv=,x t . GEORGETOWN AREA PUBLIC LIBRARY BOARD 501(c)(3) May 11, 1993 following Advisory Board meeting Library Board Room Present: Pat Ball, Jean Marie Mendez, Mary Beth Huba, Tresa Long, Tomi Spence Absent: Morton King (out of town), Robert Horick (conflicting meeting), Martin Beeman (out of town), Rhonda McCollough. Called to order at 1:50 p.m. 1. Pat Ball moved to accept the minutes as circulated, seconded by Jean Mendez and passed unanimously. 2. Jean Mendez moved to accept the treasurer's report, seconded by Tomi Spence and passed unanimously. 3. Tomi Spence moved to accept the cost estimate to send three people to the ALA convention, seconded by Pat Ball and passed unanimously. Tomi Spence moved to approve the purchase of the African American Encyclopedia. The motion was seconded by Tresa Long and passed unanimously, with the notation that in the future the 501(c)(3) Board must give approval before purchases can be made. Tresa Long moved to adjourn at 2:20 p.m., seconded by Pat Ball and passed unanimously. Respectfully submitted, Tomi Spence Secretary GIFT FU P ANURS5 MRAIX E- June 1993 CITY GIFT FUND The Georgetown Public Library has graciously received donations of $310.00 in memory of Alexander Sedia. Children's books will be purchased in June with input from Alex's mother, julie Sedia, The thoughtful donors follow: Mr & Mrs. Normand J. Berard Verna Weyman Mr. & Mrs. James Todd Ellen & Ernest Irons Mr. & Mrs. Joseph Falsetti C. Jean & Steve Brozda Barbara & Robert Sedia Helen & Art Goethe Adolfo & Consetta Pontani Fred & Marge Ford Yvonne & Lawrence Tipton Mrs. James A. Owens Cathey & Bill Langenbahn Frances & Leonard Wynn Dorothy & Bob White 501 (C) (3)