HomeMy WebLinkAboutMinutes_LAB_06.12.1995Georgetown Public Library AdvisorylBoard
June 12, 1995
Library Meeting Room
Present: Pat Ball, Amy Anderson, Leah Merrifield, Allene Booth,
Martin Beeman,,Rebecca Pfiester, Nelda Burson, Mary Pat
McLaughlin, Lee Sparks, Sandra Lee
Absent: Tresa Anderson, Jeff Kilgore
The Board met at 5:30 with Mayor'Leo Wood and Councilmen Bain, Hoyt,
Tonn, Vinson, and Curl. Also present was Mr. Sappington, the city
person who works directly with the library. Introductions were made
and Mayor Wood commended the library board for the work done and
concern shown and expressed the city's desire to have the best library
that we can and to keep up with current technology such as a better
computer system. Mary Pat had prepared a fine review of library
statistics, goals and expenses projected for the coming years. Pat
told the visiting group just how'the library operated and what we
wanted to do in the future. Our priorities are upgrading the computer
system, expending the reference information service, increasing hours
and staff, giving the children's section more attention, shelving,etc.
The value of the library having a reference librarian, Fiber -Optic,
and being able to coordinate more with Southwestern Libraries and the
Public School Libraries was discussed. Questions were answered con-
cerning out -of -city fees, the possibilities of grants and donations
of books from private collections. At 6:30, Mayor Wood closed the
joint meeting and a short social period followed. '.. _ v ."-J-
Following the above meeting, Pat+Ball called the regular June meeting
of the Board to order. Lee and Sandra did not stay.
Leah moved to accept the minutes as circulated and Allene seconded
this motion. Minutes were accepted.
Mary Pat told us of a citizen's written complaint of a book. She had
three staff members review the book and made the decision that the
book should stay on the shelf. She wrote the citizen a nice letter
stating such and offered her the opportunity of filing a complaint
with the Board. Nothing else has been heard from this citizen.
Mary Pat will turn in the final budget on June 23rd. By July 5th,
she shold know how the city manager has received it and what the re-
sults will be.
Pat advised the Long -Range Planning Committee, Nelda, Rebecca, Amy,
and Martin that a meeting was needed soon to begin work on some very
real growth problems that might be anticipated. It was decided to
have such a meeting at the end of the summer due to vacations. Mary
Pat will secure knowledgable people to advise us. The suggested
people are Pat Tuohy, Connie Watson, and someone from Sun City. Also
this group and perhaps other Board members will try to visit libraries
with Fiber -Optics.
Allene moved to accept the Expenditure Gift Fund as presented.
Gifts were from Alph Delta Pi Alumnae Association, Boyce Heiney,
San Gabriel-Woman's Club, Georgetown Evening Lions Club, and some
from a miscellaneous gift fund.
There is an old gift fund of $5,000 that Mary Pat would like to use
for computer up -dates,
Esther Wilson, a former library employee has been hired.
Pat stressed the importance of Beard Member attendance. The policy
states that members will attend except in cases of illnes or exten-
uating circumstances, of which the Board may count valid. There
must be a quorum of five persons present to hold a meeting. (5 1 C 3
Board must have seven present to spend money amounting to 5,00 .)
Pat requested that Nelda prepare for him an attendance record of all
Board Members, including reason for absence when known. Four meetings
missed is reason for dismissal from the Board. (unexcused meetings?)
Martin brought up the idea of attendance by proxy. Mary Pat will find
out if this is acceptable. Rebecca reported that she will be out of
town July 1 th and Aug 14th as her family is planning; an extended
vacation with children taring college courses.
Martin moved to adjourn the meeting and Leah seconded.
Submitted by,
I FUND � $ '
Alpha Delta Pi Alumnae Association ($0.00)
in memory of Zerline Andersori
A Pinch of This and a Handfull of That
$1405
y War
$2000
Eric Unger ($26,25)
Reflections to e Golden E
$ K99
Fahrenheit 451
$21,99
Say Gabriel Woman' s Club $ ,. 0
Out of this World
$20,00
From Pocahontas to Power Suits
$1&5
out of the Garden
$12`�
New Passages
�`�k
Sisters
$27.50
A New Prescription For Women's Health
$23.95
Georgetown Evening Lions Club ($20V00)
Descriptive videos for the blind
$200,00
Miscellaneous gift funds
Computer desk for c dren's computer
41
New Handbook of Texas
$295.00
t Please note that the listed price for the books may
not equal,
t he dollar amount- donated because au of varying discounts
received
GIFT FUND EXPENDITURES
JUNE 1995
CITY GIFT FUND
Joy Pausewang ($25.00)
in memeory of Eva Rose Pickhaver
Climate of Texas $25.00
Del Webb ($100. 00)
Children's Summer Reading Program
Inner Space Caverns program $100.00
Tracy Gillian
Summer Reading Program refreshments
Refreshments $10.00
John and Beverly Treuhardt ($20.00)
in memory of Jackie Rogers
Woman in White $23.95
501 (C) (3)
* Please note that the listed price for the books may not equal the dollar amount donated
because of varying discounts received from different vendors when the books are
purchased.
T iONTHLY REPORT
LIBRARY SERVICES DIRECTOR
4
GEORGETOWN PUBLIC LIBRARY
JUNE 1995 ---
Ge—o' etown
ADMINISTRATION
Circulation began registering new and renewal customers under the Family Card registration.
Mary Pat McLaughlin has been elected Vice Chair/Chair elect of the District 3, Texas Library
Association division.
PROGRAMMING
The Library participated in the Juneteenth celebration by providing a bibliography on African
American history, and a display of Texas related history books.
Special presentations for Summer Reading included The Society for Creative Anachronism,
Walburg 4H Club, Robin Morrow, Hand to Mouth Puppet Theatre, and Tom McDermott.
Reading Club members also made visits to the Williamson County Sun and the Candle Factory.
Other programs included a birthday party, arts and crafts sessions and movies.
Many local businesses and individuals have donated to the Summer Reading Program. A list of
donations through June is attached.
COLLECTIONS
The staff moved four sections of shelving and rearranged the Reference and Audio Tape
collections to improve customer access.
During the month of June, 10,000 people visited the Library to use 19,500 items, including 8,900
children's books and return 15,800 items.
The Georgetown Public Library and The Texas Reading Club
greatly appreciate the support and cooperation from the
following businesses:
Cafe on the Square
El Palacio
Fast Taco
First
Friends of the GeorgetownLibrary
Heritage Society
Heroes
CountryHill yr
Jiffy Mart
King Saver
Larnmes Candies
CaesarsLittle
McDonalds
Steger
TacticalSuper Video
r
Walburg Mercantile the t r t
Del Webb
The Many Volunteers
CIRCULATION STATISTICS
May 95 June 95 Year to Date
PATRON VISITS
Current Year
9746
10103
89355
1993-1994
7400
10622
76483
1992-1993
5398
8649
53129
1991-1992
5760
6584
48823
CIRCULATION
Current Year
15965
19532
137545
1993-1994
14220
19806
133042
1992-1993
11486
17240
114468
1991-1992
12381
16870
114259
CHILDREN'S PROGRAMS
Attendance
525
2142
5713
Programs
2
8
20
Story Hour
5
5
96
Tours
3
1
10
Movies
0
4
7
OTHER SERVICES
ILL ordered
44
41
350
ILL filled
35
29
291
Literacy sessions
3
5
74
VOLUNTEER HOURS
Adult
69.5
61.5
578.5
Teen
31.5
81
331.75
Community Service
11.5
18.75
188.75
Total Volunteer Hours
112.5
161.25
1098
REGISTRATIONS
City residents
65
69
785
Non-residents
49
58
401
Reciprocal
4
4
29
Total new
118
131
1214
Renewals
33
87
464
CASH RECEIPTS
Fines, Room Rentals
$1,094.32
$1,080.77
$9,969.80
Non -Resident fees
$1,050.00
$2,385.00
$12,940.00
Donations
$401.06
$246.07
$7,247.13
COLLECTION
Books
Purchased
273
368
2124
Donated
58
0
461
Total added
331
368
2585
Books on Cassette
Purchased
7
11
45
Donated
3
14
39
Total added
10
25
168
CITY OF GEORGETOWN
CITY COUNCIL
AND
LIBRARY ADVISORY BOARD
JUNE 12, 1995
Monday
5:30 p.m.
LIBRARY MEETING ROOM
GEORGETOWN PUBLIC LIBRARY
808 MARTIN LUTHER KING
GEORGETOWN, TEXAS 78626
Notice is hereby given that the Georgetown City Council and the Library Advisory Board will hold
a Joint Workshop Meeting at 5:30 p.m. on the 12`h day of June, 1995, in the Library Meeting Room
of the Georgetown Public Library, located at 808 Martin Luther King in Georgetown, Texas.
AGENDA:
1. Call to Order
2. Comments by Mayor and City Council Members
3. Report on Status of Library
4. Library Board Recommendations re: Future Funding
A Upgrade Library Computer Catalog
B Library Reference and Information Services
C Staffing
D Shelving
5. Adjourn
LIBRARY
WHAT WE DO
8 000 visitors
*Reference help
*borrowing 90,000 items
*Preschool story hour
5000 attending children's pro r s
*Summer dire Club
*Served by a staff of 11 and
volunteers rs contributing 1200 hours
*Borrowing privileges with the
Round Rock Library
WHAT WE OFFER
*Interlibrary loan from libraries
*Information rmation and recreational reading
throughout Texas
from 55,000 items including
Popular fiction & non-fiction
SPECIAL INTEREST
*Large -print books -on -cassette
*Friends of the Library
*Spanish -language,
an Gabriel Writers League
*Newspapers, magazines,*Adult
Reading Aloud grup
*Youth and children's materials.
GEORGETOWN PUBLIC L.I LIBRARY ° 808
MARTINLUTHER KING,ETA i TX
53 /930-355
TDD 5 930-350
UPGRADE LIBRARY COMPUTER CATALOG SYSTEM
Librar
y Budget Priority
The first priority for the Library is to support hardware and software costs which will appear in the
Information Services Department budget. During integrated planning between the two departments,
the staff identified combining equipment as an efficient and cast -effective method for maintaining
the Library computer catalog systerr . Upgrading the Library computer system involves three
different stages. Phases two and three can, be implemented in the future as the budget allows.
PHASE I DESCRIPTION -- MOVING TO DIFFERENT COMPUTER
The first phase of this package includes cost of migration to the ity's RS6000 computer, and
software conversion costs.
DEMONSTRATED
Georgetown is one of the last three to four libraries in the Nation ion to use the Ultimate hardware to
n the Dynix library software. The l ynik staff` is haying increasing difficulty supporting the
software on our outdated equipment. Our computer is experiencing an increasing; number of
errors due to age and size of the database. The Library has been unable to install one major and
one minor software release, Additional services, including graphical terminal interfaces, on-line
bibliographies and dictionary, and other modules, cannot be added to the present hardware.
BUDGETIMPACT OF PHASE
The cost of this phase of the package will be included in the Information Services Department
budget. The Information Services Director estimates that the trove will pay for itself in three
years due to budget swings, including an immediate savings of $10,000 for hardware
maintenance and other related coasts. additional hardware costs will be added by Information
Services
Software Upgrade de cost ..... , ..... , 0
PHASE 2 DESCRIPTION z
The second phase of this package enhances the system by including catalog terminals for both
adults and children with colorful, graphic interfaces. Graphic interfaces are designed to make
searching the catalog more appealing and easier. adult users who are intimidated by the current
typing -based terminals can search with less help from the staf. These terminals would also
aloe the catalog accessible to users with typing or spelling difficulties and younger children, as
no typing or spelling is necessary:
"G-n P.e
BUDGET IMPACT OF PHASE 2:
Computers......................................................... $5000
Software........................................................... $1350
PHASE2 COST: ......................................................... $6350
PHASE 3 DESCRIPTION— STANDARDIZE DATABASE
The third phase of this package includes database standardization of the bibliographic listing of
library materials in the computer catalog. Standardization will increase the speed of searches
and insure library customers find the books they need with less help from the staff.
BUDGET IMPACT OF PHASE 3:
Computer contract ................................................... $5000
PHASE 3 COST: ......................................................... $5000
TOTAL PACKAGE COST: .......................................... S46,850
George&wn PuMv LArary Bo4rd
Bud.-ceRecommen46ons --June 12,1995
LibraryREFERENCE & INFORMATION SERVICES
cdPriority 2
ACKAGE DESCRIPTION:
This two-year package provides high quality information services to the public through the addition of
Reference Services staff, electronic indexes, databases and Internet products. Phase one of this service would
include one full-time equivalent (I TE) Reference Librarian, expenditure for an electronic periodical index,
le sb (newspaper index with full text) and Internet connection. The second phase; would add a Reference
assistant to expand hours of service and additional database titles.
PACKAGE BENEFITS:
The following service benefits would result if this package were implemented -
extensive information service available to the public 30 of the 53 public service hours each week
in the first year, increasing to 53 hours in the second year
access to reference materials not presently available, and information professionals to choose
the fasten and most accurate information source
coordinate th the Information Services Department to develop and implement public access to
the Internet
TPACKAGE:
Currently, reference services are performed only when time permits and by staff who may not have specialized
mmg. The constant demands of the circulation desk have taken priority over the information needs o
' stoners. As a result, anany customers receive partial or limited answers to the estimated 7500 questions per
year. A trained reference professional would use the most current print and electronic resources to provide a
wide array of information options for the public.
BUDGET IMPACT OF PACKAGE:
Phase 1
Salaries. S24 20 plus benefits
Electronic periodical and newspaper indices with
abstracts and some full text, annual subscriptions .. , :...:.. . ...... . :..... g, l
PHASE 1 ANNUAL COST: . ... . 32, 51
Phase 2 Additional Annual Costs
Salaries.. 1 5: plus benefits
Electronic Data Bases ... $3,000
Hardware 2,00
PHASE 2 ANNUAL COST: $18,853
INCREASE CIRCULATION STAFF HOURS
Library Budget Priority # 3
-CKAGE DESCRIPTION
This package would add 20 hours a week of staff time in the circulation area to handle increased number of
Library customers and materials used each year.
Improved customer service
* Better coverage for Circulation Desk
* Increase staff time spent in Children's Department
* Training time for Circulation staff to learn library materials
DEMONSTRATED NEED FOR PACKAGE:
Circulation of materials has increased to 187,000 items each year and visitors have increased to 67,000 each
year. More children are spending time in the library each afternoon after school. The circulation staff covers
the children's room desk and the circulation desk. Using temporary staff and volunteers in the circulation area
ipeans less continuity of staff for customers, short staffing at critical hours if regular staff members are ill,
=creased waiting time for customers, constant retraining on procedures.
—UDGET IMPACT OF PACKAGE:
Additional annual cost:
Salaries............................................................ $7,200 plus benefits
2 seorgsfomn d -A& L hrnry Bo.,J
$$uJgei RecommeraJt ons -- June 12, 1995
SHELVING
Library budget priority # 4
I ACKAGE DESCRIPTION
This three-year package adds shelving space to hold more books, videos and audiotapes for Library users and
changes the organization of the adult shelving. The change would allow better visual control of the shelving
area and provide more seating space near the circulation and reference desks.
PACKAGE BENEFITS:
attractive, easy to view shelving for audio and video materials
seating space closer to circulation and reference desk to provide quicker help for customers
allows visual observation of shelving areas to decrease vandalism and theft of books and
magazines
maintain efficient use of shelving pending future expansion
maintain customer safety and comfort by not using extremely high or low shelves
DEMONSTRATED NEED FOR PACKAGE:
Lustomers have difficulty locating audio materials which are currently shelved on low shelving. The new
video collection will have to share the same inconvenient space. Children's shelves are overcrowded. Books
—e difficult to shelve and small children have trouble getting books off the shelves because the shelves are so
-Mll. Staff can observe only the first four ranges of books. Tom books, food and cigarettes are found in back
areas of the library where no visual control is possible by staff.
BUDGET IMPACT OF PACKAGE:
Audio and video shelving ........................................................ S1,200
Year I Children's area ........................................................... $21000
Year 2 Adult area ............................................................... $3,500
Year 3 Adult area ............................................................... $3,500
TOTAL PACKAGE COST ............................................................ $10,200
Georgetown Putlic LAr4ry Board
A: \ PKGES. 2 Bud�,ee Recommends6ons --June 12, 199.5
Georgetown Area Librar0oard 501: (c) 3
Tune 12, 1995 following the Board Meeting
Library Meeting Roam
Present Pat Ball, Amy Anderson, Leah Merrifield, Allene Booth,
Martin Beeman., Rebecca Pfiester, Nelda Burson, Mary Pat
McLaughlin
Absent: Tresa Anderson, Jeff Kilgore
Leah moved to accept the minutes as circulated and Rebecca seconded.
The minutes were accepted.
Martin moved to accept the Expenditure of Funds, $295 00 for The
New Handbook of Texas. Allene seconded the motion and it passed.
The Board had a -brief discussion and all agreed that we did not wish
to present the City Council with a matching money proposal at this
time. We did so last year for a reference librarian and they declined
the proposal.
Allene moved to adjourn the meeting and Martin seconded the motion.
The meeting was adjourned.
Submitted by,
REFERENCE & INFORMATION SERVICES
Library Budget Priority 2
PACKAGE DESCRIPTION:
This two-year package provides high quality information services to the public through the addition of
Reference Services staff, electronic indexes, databases and Internet products. Phase one of this service would
include one full-time equivalent (1 FTE) Reference Librarian, expenditure for an electronic periodical index,
Newsbank (newspaper index with full text) and Internet connection. The second phase, would add a Reference
assistant to expand hours of service and additional database titles.
PACKAGE BENEFITS:
The following service benefits would result if this package were implemented:
* extensive information service available to the public 30 of the 53 public service hours each week
in the first year, increasing to 53 hours in the second year
access to reference materials not presently available, and information professionals to choose
the fastest and most accurate information source
* coordinate with the Information Services Department to develop and implement public access to
the Internet
,REMONSTRATED NEED FOR PACKAGE:
Currently, reference services are performed only when time permits and by staff who may not have specialized
training. The constant demands of the circulation desk have taken priority over the information needs of
customers. As a result, many customers receive partial or limited answers to the estimated 7500 questions per
year. A trained reference professional would use the most current print and electronic resources to provide a
wide array of information options for the public.
BUDGET IMPACT OF PACKAGE:
Phase 1
Salaries........................................................... $24,920 plus benefits
Electronic periodical and newspaper indices with
abstracts and some full text, annual subscriptions ................................ $8,000
PHASE 1 ANNUAL COST: ...................................:....................... $32,950
PROPOSAL : Georgetown Area Library Board (501)(c)(3) commit $5,000 toward
funding the .Electronic information portion of the above budget during the
1995/96fiscal year.
GeorG+ee." Public Library B,,, %
Budoe IC'eaommenclaiions -- June 12, 1995