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HomeMy WebLinkAboutMinutes_LAB_09.08.1992M I N U T E S Advisory Board Georgetown Public Library President Huba called the meeting to order at 1:05 p-,,m. in the Georgetown Public Library Tuesday, September 8, 1992. Other members present: Ball, Duer, Horick, King, Loinq Mendez, Shanklin. Absent: Spence (recovering from operation). 1. Minutes accepted as corrected. 2. No citizen comments. 3. Hartley Sappington, Community Service Director, pointed out the difference between the two Boards with the same members appointed by the City Council. The Library Advisory Board is established under City Ordinance Chap. 2.72 to advise the Council. The Georgetown Area Library Board is a private 501(c)3 corporation to raise and spend private funds in support of the Georgetown Public Library. He said it is needed to supplement the City's small appro- priations for book purchase and special needs. Originally, the latter Board operated the Library under contract with the City. When they City took over operation, this Board remained custodian of existing private funds and to raise more. e- Extended discussion followed on the relationship between these two Boards and their functions; and the relation of each to the City Staff and Council. Recent poor communi- cation among the Advisory Board, the City Manager and the Council was discussed. Mr. Sappington advised that this Board could communicate with the Council (as a body, not as individuals) either directly through the City Secretary or through the chain of staff command. On the other hand, the 501(c)3 Board does not have to post its agenda nor file its minutes with the City, but may do the latter for information. He strongly recommended that the Advisory Board and Director of Library Services begin, in January, its budgeting process so as to have early input with the City Manager and Council. 4.Budget: Shanklin moved, Ball seconded, that the Board approve the 1992-93 budget sent down by the City Manager with DELETION of the $800 for a book fair. Passed with Mendez opposed. Mendez was designated to report this action to the City Council att. L5.2-next meeting. She prepared a brief statemenTA"-lad to the Boardlasm* tALS approved. (COPY attached.) 5. C.T.L.S. Lay Representative: Horick moved, Ball seconded, that the Board recommend John Duer with Nancy Snead as alternate to the Council for formal approval. Passed unanimously. B. The Director reported expenditures from special gift funds for Hispanic and Texana materials. 7. Mendez distributed copies of an interim report of her Long Range Plans Committee, and reported on next steps. C'�(�*ock4, B.President Huba reported that the Board's meeting with the City Council has been set for September 1993. 9. Director's Report: In addition to housekeeping items, she announced that our 1993 grant from C.T.L.S. will be $10,411. This is an increase of about $2,000 which includes an earned bonus of $700 for "excellence." Adjourned 2:35 p.m. Morton King Acting Secretary GEORGETOWN PUBLIC LIBRARY ADVISORY BOARD 3ean-Marie S. Mendezi Vice -Chairman ^ The Library Board supports the Library budqet submitted to the City Council with ONE EXCEPTION: We are OPPOSED to the $800 line item for the BOOK FAIR. The Board has voted aqainst the Bookf.air as a budqet item on two separate occasions, and is hereby conveyinq this meeseqe to the City Council. MONTHLY REPORT LIBRARY SERVICES DIRECTOR SEPT E ER 1992 BUILDING The broken courtyard door is tw .Dat y fixed, The ductwork in the t VAC room i en sealed but the cost tor the ductwork in the main building is still under consideration, ADMINISTRATION Nancy Snead and I attended the CTLS annual membership meeting in Bryan an the 26, See the attached metro for the annual l l t. oa:. i o and bonus. We have received and installed an upgrade on the Dynix software. PERSONNEL Carmen Sanchez has been hired as the Library Pagem Carmen is familiar i t h the e work . ;t" e d asince she worked at t a k e Library for 2 stiiktm ers under the ;fob training program. PROGRAMMING Marsha St abet hosted two story Wurs in pt ber The staff prepared two bibliographies for the Festival San atone, one of new Spanish language books and one of works by Hispanic authors. Ramona Navarette made °4"'„. room f o d, Library materials in L h e 1, culture booth at the festival, The staff prepared a Discovery and l ot" at on bibliography for the Columbus celebration. Three programs and an exhibit on the sw,mal.me>t theme are planned for October and November. PLANNING The Long Range Planning Committee began work 7n the Ends statements portion of the plan, FRIENDS OF THE LIBRARY The Friends of the Library n+'t the Soceity for the Preservation of the Gentle Art of Reading Aloud began holding meetings again, 2 GEORGETOWN PUBLIC LIBRARY CIRCULATION STATISTICS Aug 92 Sep 92 Year to Date PATRON VISITS ,.iia wX ., *++ 1 9 ..�}.. 5089 4978 72651 (� {"q e 8 8 a a 8 e':.g 7 2762 45930 CIRCULATION CHILDREN'S PROGRAMS Pr gr �5, fit 25 yms�"..0 Story ^}80 #w14w"r.Ls Tours 0j.� 22 Movies 3 �„ 38 OTHER SERVICES Lit filled 48 40 09 VOLUNTEER HOURS dServicery{ omnmn iVolunteer 2 0 '£F5 y. ydp Total REGISTRATIONS City residents 12 104 1348 CASH Non -Resident fees 7400 940 $1: " 1 %:..fi.. Donations 58m3 78.4 $14, }4: COLLECTION Books M I N U T E S Georgetown Area Library Board: 501(C)3 Huba called the meeting to order at 2:35 p.m. Tuesday, September 8, 1992 in the Georgetown Public Libary. Others present: Ball, Horick, King, Long, Mendez, Shanklin. Absent: Duer (due in Court at 2:30), Spence (recovering from operation). % 1. Security cameras, leased by this Board under contract to expire February 1995. Their limited range and small pictures do not allow identification of suspects. An initial verbal promise made to provide larger pictures as needed is disclaimed by present employees of firm. It is not in the contract. Some members remember that the installation was primarily for visual deterrence. Do we now need a better, and more expensive, system? By common consent the Director and Treasurer will prepare a letter for the latter's signature, asking the company for a cost estimate on upgrading the system. 2. By-laws Committee: Duer had prepared for distribution a report and recommended By-laws.. Discussion and a vote were postponed to the next meeting. 3. There was discussion of what use should be made of the funds now under this Board's control. Mendez said her Long Range Plans committee would prepare a recommendation regarding expenditures. 4. Mendez, for her committee, raised the question of this Board's hosting a meeting with barbecue supper for the staff and boards of all libraries in Williamson County. The purpose would be to get acquainted and exchange ideas and experience, especially about fund raising through grants and otherwise. Shanklin moved, Long seconded, that Mendez investigate the costs of such a meeting and bring back a specific plan for Board consideration. 5. It was decided not to post the agenda for meetings of this Board but distribute them to members with those of the Advisory Board. Adjourned 3:00 p.m. Morton King Acting Secretary BY-LAWS COMMITTEE OF THE GEORGETOWN PUBLIC LIBRARY ADVISORY BOARD September 8, 1992 TO: All Board Members Dear Fellow Board Members: Attached is the latest revision of the By -Laws of the Board. The By -Laws Committee met some time ago (I forgot to write down the date) at Pat Ball's home, and we went over the initial draft I had prepared, which was based on the 1984 By -Laws as annotated by Morton King. The current draft answers many of the questions raised by the members of the Committee; however, I think there are still some questions which others may raise, and which need to be addressed before the By -Laws are put in final form. (Such things as, How many votes does it take to amend the By -Laws? and, Where do the Board's funds go, in the event the non-profit corporation should disband?) Anyway, look it over, and let us know hwta you think. We certainly welcome any input you may have. yohnR. y, Duer Chair, By -Laws Committee I BY-LAWS FOR THE GEORGETOWN PUBLIC LIBRARY ADVISORY BOARD ARTICLE I. NAME AND OBJECT, The name of this organization is the Georgetown Public Library Advisory Board. Its object is to serve in the capacity of a citizens advisory committee to the Georgetown City Council. The Board shall promote library programs and services in the community. Section 1. Number of Members. The Library Advisory Board shall be composed of nine members, recommended by the mayor and appointed by the City Council. In addition, the Director of Library Services and the President of the Friends of the Library shall be.ex-officio members, who shall not vote, nor hold office. Section 2. Terms of office and Tenure of Voting Members. Terms of office and tenure of voting members of the Board shall be determined by city ordinances and policies. ARTICLE— IJ I P-F.FJ C..E.R..S Section 1. Titles of Elective Officers. The elective officers of the Board shall be the Chair, Vice -Chair, Secretary and Treasurer. These officers shall be elected from among the voting members of the Board for a one-year term at the beginning of the appointment cycle and shall serve until their successors are elected and qualified a year later. Elections shall be held at the January meeting each year. The Chair shall be a voting member of the Board. Section 2. Duties of officers. The Chair presides at all meetings, and performs all other duties pertaining to the office. The Vice -Chair, in the absence of the chair, performs all duties of the office, and shall succeed the Chair in office in case of vacancy. 4 The Secretary keeps records of proceedings of all meetings, and shall notify each member of the next meeting. The Treasurer shall receive and be responsible for all money controlled by the Board, depositing, investing, and disbursing it as directed by the Boeard and pursuant to state law and city ordinances. The records and accounts of the treasury of the Board shall be subject to audit whenever directed by the Board or the City Council. The Director of Library Services shall have custody of all records and papers of the Board. ARTICLE .I.V.... C1.01MM.IT'T..E"E.�S�.�.., Special committees for the study and investigation of special programs and problems may be appointed by the Chair; such committees shall serve until completion of the work for which they are appointed. A.R'TJ­P.L�E­­Y...,.' M..E..E.T.I.Y.G.4­... Section 1. Regular Meeting Time. Regular monthly meetings shall be held in the Library at times set by majority vote of the Board. Section 2. Special Meetings. Special meetings may be called by the Chair whenever necessary, for the transaction of such business as may be stated in the call. Section 3. Quorum. Five members constitute a quorum. A quorum shall be sufficient for the transaction of all business; (a) provided, however, that seven members must be present and voting for expenditures over $3,000.00 to be approved. (b) provided, however, that members must be (present) (and voting) for expenditures over $ to be approved. ARTICLE VI. AMIEPIP.M.�EY.T.P­.1 These By -Laws may be amended at any regular monthly meeting of the Board with a quorum present; provided, that the amendment was stated at the previous regular meeting. BY-LAWS COMMITTEE OF THE GEORGETOWN PUBLIC LIBRARY ADVISORY BOARD September 8, 1992 TO: All Board Members Dear Fellow Board Members: Attached is the latest revision of the By -Laws of the Board. The By -Laws Committee met some time ago (I forgot to write down the date) at Pat Ball's home, and we went over the initial draft I had prepared, which was based on the 1984 By -Laws as annotated by Morton King. The current draft answers many of the questions raised by the members of the Committee; however, I think there are still some questions which others may raise, and which need to be addressed before the By -Laws are put in final form. (Such things as, How many votes does it take to amend the By -Laws? and, Where do the Board's funds go, in the event the non-profit corporation should disband?) Anyway, look it over, and let us know hwta you think. We certainly welcome any input you may have. 7ohnR. y, Duer Chair, By -Laws Committee I BY-LAWS FOR THE GEORGETOWN PUBLIC LIBRARY ADVISORY BOARD ARTICLE I. NAME AND OBJECT. The name of this organization is the Georgetown Public Library Advisory Board. Its object is to serve in the capacity of a citizens advisory committee to the Georgetown City Council. The Board shall promote library programs and services in the community. ARTICLE II. MEMBERSHIP. Section 1. Number of Members. The Library Advisory Board shall be composed of nine members, recommended by the Mayor and appointed by the City Council. In addition, the Director of Library Services and the President of the Friends of the Library shall be.ex-officio members, who shall not vote, nor hold office. Section 2. Terms of Office and Tenure of Voting Members. Terms of office and tenure of voting members of the Board shall be determined by city ordinances and policies. ARTICLE ILI. .FFLCERS. Section 1. Titles of Elective Officers. The elective officers of the Board shall be the Chair, Vice -Chair, Secretary and Treasurer. These officers shall be elected from among the voting members of the Board for a one-year term at the beginning of the appointment cycle and shall serve until their successors are elected and qualified a year later. Elections shall be held at the January meeting each year. The Chair shall be a voting member of the Board. Section 2. Duties of Officers. The Chair presides at all meetings, and performs all other duties pertaining to the office. The Vice -Chair, in the absence of the Chair, performs all duties of the office, and shall succeed the Chair in office in case of vacancy. 0 ARTICLE IV. ARTICLE V. Section 1. qmmmnmm� Section 3. The Secretary keeps records of proceedings of all meetings, and shall notify each member of the next meeting. The Treasurer shall receive and be responsible for all money controlled by the Board, depositing, investing, and disbursing it as directed by the Boeard and pursuant to state law and city ordinances. The records and accounts of the treasury of the Board shall be subject to audit whenever directed by the Board or the City Council. The Director of Library Services shall have custody of all records and papers of the Board. .COMMITTEES. Special committees for the study and investigation of special programs and problems may be appointed by the Chair; such committees shall serve until completion of the work for which they are appointed. MEETINGS. Regular Meeting Time. Regular monthly meetings shall be held in the Library at times set by majority vote of the Board. Special Meetings. Special meetings may be called by the Chair whenever necessary, for the transaction of such business as may be stated in the call. Quorum. Five members constitute a quorum. A quorum shall be sufficient for the transaction of all business; (a) provided, however, that seven members must be present and voting for expenditures over $3,000.00 to be approved. (b) provided, however, that members must be (present) (and voting) for expenditures over $ . to be approved. ARTICLE VI. AMENDMENTS. These By -Laws may be amended at any regular monthly meeting of the Board with a quorum present; provided, that the amendment was stated at the previous regular meeting. Wtr the Georqetown Public Library Advisory Hoard, oppose the cperatiOn of a City ownecjAbookstore as art p pf the City Library. We cannot support activities that conflict with'our taxpayers private enterprise, and thereofre, conflict with the lonq-term economic goals and well-being of Georqetown . We'make note that there are already two bookstores in Georqetown, one within siqht of this Library. Wt! also note the large initial capital expenditures requred to ot-)crate a bookstore, includinq, but not limited to, expansion of the current facility, additional staffinq, and inventory. At though we are opposed to the operation of a City bookstore, we "e,-ognize the potential need for alternative means of financing. I he L_ i braS ary Hoard will 1 I address this need CABMIrI 'i-t=si-f and/or throuqh ugrimi t tee. tPVAAFT MONTHLY REPORT LIBRARY SERVICES DIRE " R GUST 12 BUILDING Ventana finally receivedh part for the broken door, but it was the wrong part, They have reordered and promised repair within a couple of weeks. The balancing of the HVAC is on hold until the ductwork can b sealed, ADMINISTRATION The retention schedule for Library document has been reviewed y city committee. The next step is a completed draft to send to the State Library, PERSONNEL Erik Nesbitt has been working at the Library as a temporary until the new children's Assistant is hired, PROGRAMMING Marsha r- will host two story hours in September, The EBONY students are prepared to start h MEW a HELP agaill beginning Oct ob r 19. The staff has prepared t r bibliographies for the estivaSan Jose, one of new Spanish language books and one of works by Hispanic authors. PLANNING The rr Range Planning Committeereceived he Focus group questionnaires which had been passed out at Library. The results s i be presented at the next meeting. They began to formulate long range goals, FRIENDS OF THE LIBRARY The Friends of the Library will be holding meetings again beginning is September. oa zga a st Pa lit Library 1 CENTRAL TEXAD 4.IBRARY eYBTEM = The Lay Representative is the community's voice in the planning of System services. Since the System provides services to libraries rather than directly to the public, it would be easy to lose sight of the fact that everything we do should benefit the public. The Lay Representative's role is to assure that the public is heard in the planning process. The Lay Representative is the only person who can cast a library's votes for System services, and much emphasis is placed on having the Lay Representative present at meetings where a vote will be taken. However, a Lay Representative who shows up only to vote may not know how to vote on important issues. What's more, a vote may be taken only once a year, but there are opportunities throughout the year for the Lay Representative to express opinions and thus help shape the program for the coming year. Since the System has members from a multi -county area, most meetings will involve out-of-town travel. These meetings are held on week days. The Lay Representative will be expected to attend at least three meetings a year, maybe six or more if he or she serves on a committee. A Lay Representative should be aware of the needs of his or her local community and the programs currently offered by the library. In addition, he or she should take advantage of orientation and training offered by the System in order to understand how the System works and thus be a more effective advocate. If the Lay Representative is not a member of the local library board, he or she should be invited to meet regularly with the board to hear their concerns and to report on System activities. Ideally, the Lay Representative should also be willing to act as a spokesperson for the library to the State Legislature and the Congress, the sources of System funds. This role may include letter -writing, urging others to write letters, and participation in the Texas Library Association activities. Several legislators have said that while they enjoy hearing from librarians, they really want to know what lay supporters have to say. Serving as a Lay Representative can be fun and rewarding. It offers the opportunity to meet regularly with representatives of other libraries to exchange ideas on libraries and other areas of mutual interest. Many Lay Representatives even decide to join the Friends and Trustees' Round Table of the Texas Library Association to extend these opportunities. The Lay Representative is in a unique position to improve area and state-wide library service as well as service at the local level. P. ©. BOX 2267, AUSTIN, TEXAS 7B76B-22e 7 • 512/499-74BB Georgetown Public Library Lonq-Range Planninq Committee August 28, 1992 Committee Summary A. "Visions" I. Community Education center, especially concentratinq on children, and on local culture. This would -+de coordination with GISDs and tutorinq sessions. 2. Independdnt Learninq, especially in-depth specialized collections (to -be determined), role -model biographies, and historical collections. 3. Reference Center, includinq electronic, and a general information clearing house. 4. Staffinq concerns, especially in the reference areas and public awareness. 5. Fund i nq concerns. B. Demographics (detail attached). The City population -is 151,000, or L2,000 if the ETJ is included. Of this approximately 70% is, White, 20% Hispanic, and 10% other. The population is almost evenly split between moles/females. The median aqe is 30yrs.s with 30% of the population in both sexes beinq between 25-45. However, note that almggt 20% of the Population (in both sexes) is between 5-15. The population is composed mo$tly of 3 member families (married), although some group quarter livinq;ir }ndicatgd in the profile due to the SW Univ, dorm% ark¢ Most of the residents are natural Texansi ,end the highest non -hispanic ancestory is German. X The median home value is $67,0009 mostly single unit dwellinqp although there are about 1000 duplex'. Note that the split between owners/renters is almost even: 55% owner -occupied, 45% renter -occupied. There is no outstandinq averaqe income- the range from $O.to $75s000 is almost even. But it should be noted that over 20% earn below $10,000. The median household income is about $30.000. A It is almost an even split between those who work inside/outside Georqetown. The most common education level is a High School degree, or some additional post-HS classes. GISD enrollment has remained pretty constant. C. Current Services Currently our bestseller collection and our large -print collection are considered excellent, but our Spanish lanquaqe collection and our local history collections are considered poor. Our children's programs are also considered excellent. Our reference services are considered poor. , t »tar -4-1 0 4 ) Georqetowo Public Library Lonq-Ranqe Planninq Comm. Auqust 28th, 1992 LONG-TERM GOALS l. Make available to citizens of Gemrqetown the full ranqe of materials available electronically. There was extensive discussion on the impact of technolooy. Items discussed were: increased database access throuqh CD-ROMs; dial -up services; library instruction toward skills for usinq computer -based information systems. A CD-ROM demo disk is available. These same issues were addressed in the Library Trends article in ERIC Diqest_ 2. Continue to provide hiqh-quality traditional Library materials. Comparino materials to industry standard listinqs of dated materials was discussed. 3. Develop informational and special interest cent*ers, in educational, occupational, recreational, and historical areas, as determined by the needs of the community. This was aresult of the demopraphic study and the limited responses from the citizens, as well as our committee "brain-storminq" sessions. 4. Formal education support materials and services for both the elementary and secondary school levels. The extent of educational services (i.e materials, seminars, tutorinp, etc.) has not yet been determineds but will need to be considered as an "end" for our Goal of providinq educational support. Other items: a) Meetinq date chanqed to third (3rd) Friday of each month at 7r15 a.m. b) Additional public survey respreass received and beinq summarized. c) Librarians Picnic BBO? d) Next meestinq: Friday, Sept.1B' 7:15 am @ Library . Objectives, or "Ends" needed to obtain qoals. Q . -- CEfYTAAL TEXAB Ll RARY BYBTEM = DATE: August 27, 1992 TO: CTLS Member Libraries FROM: Pat Tuohy SUBJECT: Appointment of Lay Representatives for FY 1993 As you know, the Texas State Library rules for administering the Library Systems Act requires that a member library's governing body biennially elect or appoint an individual to be the Lay Representative for their library. The System office needs to know if you plan to continue the appointment of your current Lay Representative, or designate another individual to be your Lay Representative and/or alternate in FY 1993. This appointment must be made by the library's governing body, whether that governing body be a city council, a county commissioners' court, or the board of a non-profit corporation operating the library. It is only through appointment by your governing body that the Lay Representative is empowered to act obon your behalf. The rules also provide for an alternate Lay Representative to perform the duties of the Lay Representative in his or her absence. I recommend that you consider appointing an alternate as well as a Lay Representative. Enclosed is a job description for the Lay Representative that can be given to prospective Lay Representatives and/or shared with the incumbent. The term of appointment is for two years. Anyone not employed in the library is eligible for appointment. An alternate must meet the same qualifications as the Lay Representative, that is, not be employed in the library. Search carefully for an individual to nominate as your Lay Representative. It is through the office of Lay Representative that a library has an official vote or voice in the operation of the System. Appointment of a Lay Representative should therefore be done with care to insure that the person designated for this job can attend meetings and accurately represent the interests of the local library in all System affairs. Please return the enclosed form to CTLS by September 18 to ensure that your Lay Representative wifl have proper recognition at the September 26 Membership Meeting. The CTLS Membership Meeting will begin at 1:30 pm and adjourn no later than 3:30 pm on Saturday, September 26, 1992. For the first time ever, the fall CTLS Membership Meeting will be held in conjunction with the TLA District III Meeting. Several programs offered by TLA during the 9:30 am to 12:00 noon session are designed to educate Lay Representatives about library issues and the roles they as lay advocates can play on behalf of their local libraries. Both Lay Representatives and Librarians are urged to attend. R O. BOX 2287, AUSTIN, TEXAS 78768-2287 • 512/499-7488 CENTRAL TEXAS LIBRARY SYSTEM LAY REPRESENTATIVE APPOINTMENT FORM - FY 1993 LIBRARY DATE The following people have been selected by the library's governing body to be our lay representative and Alternate. LAY REPRESENTATIVE New Appointment Continuing appointment Address Phone ALTERNATE Address Phone (Signature of Library Director or head of governing body) RETURN TO CTLS BY SEPTEMBER 18, 1992 M I N U T E S Georgetown Area Library Board: 501(C)3 Huba called the meeting to order at 2:35 p.m. Tuesday, September 8, 1992 in the Georgetown Public Libary. Others present: Ball, Horick, King, Long, Mendez, Shanklin. Absent: Duer (due in Court at 2:30), Spence (recovering from operation). I. Security cameras, leased by this Board under contract to expire February 1995. Their limited range and small pictures do not allow identification of suspects. An initial verbal promise made to provide larger pictures as needed is disclaimed by present employees of firm. It is not in the contract. Some members remember that the installation was primarily for visual deterrence. Do we now need a better, and more expensive, system? By common consent the Director and Treasurer will prepare a letter for the latter's signature, asking the company for a cost estimate on upgrading the system. 2. BY -laws Committee: Duer had prepared for distribution a report and recommended By-laws. Discussion and a vote were postponed to the next meeting. 3. There was discussion of what use should be made of the funds now under this Board's control. Mendez said her Long Range Plans committee would prepare a recommendation regarding expenditures. 4. Mendez, for her committee, raised the question of this Board's hosting a meeting with barbecue supper for the staff and boards of all libraries in Williamson County. The Purpose would be to get acquainted and exchange ideas and experience, especially about fund raising through grants and otherwise. Shanklin moved, Long seconded, that Mendez investigate the costs of such a meeting and bring back a specific plan for Board consideration. 5. It was decided not to post the agenda for meetings of this Board but distribute them to members with those of the Advisory Board. Adjourned 3:00 p.m. Morton King Acting Secretary