HomeMy WebLinkAboutMinutes_LAB_03.06.1995Georgetown Public Library Advisory board
March 6, 1995, 6:30 p.m.
Library Board Room
Present: Pat ball, Jeff Kilgore, Martin Beeman, Nelda Burson, Allene
Booth, Rebecca Pfiester, Leah Merrifield, Tresa Anderson,
Mary Pat McLaughlin
Absent: Amy Anderson
Chairman Pat ball called the meeting to order. Allene moved to
accept the minutes as circulated and Leah seconded.
Mary Pat informed the Board of the possibility of having Family
Library Cards instead of Individual Cards. This would be less work
for the staff but on the other hand individual family members would
be losing some of their confidentiality. Both Austin and Round Rock
use this procedure with no major problems that we know of. After
discussion, Leah moved that we approve the procedure if and when
Mary Pat decides to implement it. Jeff seconded this motion and it
passed.
Jeff and Rebecca voluntered to be on the Long Range Planning Committe^.
Nelda agreed to continue serving on this committe. Martin stated
that perhaps he would continue. Amy was not present to state her
desire.
Mary Pat informed the Board that one of the Library's greatest needs is
to upgrade the computer. The present computer is five years old.
Mary Pat again said that a half time person is needed in the children's
section and that a reference person is needed.
In the way of building maintenance, hot water is needed.
Rebecca reported that a private survey of a small group resulted in
the following needs being reported:
Longer Saturday hours
Some Sunday hours
More books on tape
National geographic videos
Jeff made a motion to accept the gift fund expenditures of $30.00.
Leah seconded the motion and it carried.
Mary Pat said the Lions Club is interested in purchasing some
descriptive videos (voice over).
Pat complimented Mary Pat and the staff on the successful evening
presentation of the Boutwell books, the story teller, and the social
hour.
Tresa moved to adjourn the meeting and Leah seconded.
Submitted by,
Nelda Burson
PROPOSAL FOR FAMILY LIBRARY CARD REGISTRATION
This is a revision of the proposal already reviewed by the Board in March. Changes are noted in
bold typeface.
0 It includes an additional proposal to mail all library cards issued.
O During the planning process, staff noted some changes in proposed time frames for issuing
cards and purging records.
The Library presently issues individual registration cards and computer records to each
member of a family.
Requiring paper cards and computer entries that contain virtually the same
information which take time to file and enter, and drawer and computer space to
store.
Family members' cards are filed alphabetically, which means that when cards are
renewed or changes made in addresses or telephone numbers, the records often are
not found together.
The Library staff currently prepares Library cards at the time the customer applies.
Requiring preparing plastic cards and computer entries requiring several minutes.
PROPOSAL:
Move to a single registration/ application and computer record per family. This will have
several benefits for staff and customers.
O REGISTRATION
o Simplified registration process since only one family member would fill out the
library card application.
All family members eligible to receive library cards would be listed on the
registration/ application and in the computer record. Each member could still have
and individual card with barcode linked to the same computer record.
• CARD RENEWALS
o When renewing cards, we must go into each individual record and change the fee
information, expiration date, and mark the fee paid or waived, again a duplication
of effort that can take much time.
• BOOK RECORDS SIMPLIFIED
O Easy access to a list of all materials checked out by family members.
Instead of having five separate records of materials, all books checked out by the
family would be listed in one record. This also allows parents better control and
knowledge of materials checked out by their children.
• BOOK RENEWALS
a A single record would simplify book renewals for family members. Requests for
these renewals often come by phone and may tie up a staff person for a considerable
time while other patrons are waiting for service.
s FINES AND FEES SIMPLIFIED
o One location for fines for all family members
When a parent comes in to pay the family fines, we may have to check four or five
different records to total amounts to be paid. This is time consuming for us and
exasperating for the patrons. For both patrons and staff, the process of dealing with
fines and fees would be simplified.
o Better control of patrons with fines or fees.
With the current fine block of $5.00, often family members will simply use a family
members card, which does not show fines, to avoid paying the fines and still be able
to check out books. The computer system does not alert us to other family member
cards which may be over the limit.
O PRO --Family members can renew, reserve, check hold status and check on lost,
missing and nonreturned books for each other.
With the passage of the Confidentiality act, library records have become an
increasingly touchy subject. A family record would mean that we could tell a
husband that the new Danielle Steel book was on hold for his wife, rather than being
unable to give out the information on the grounds of privacy of patron information.
Family members often express annoyance when they learn we cannot give out
reserve titles to anyone other than the person placing the hold.
o CONS.-- Maintaining confidentiality of patron information is the one area of this
change that could be viewed as a drawback to the patron. Some books, such as self
help, divorce or even medical problems, might be something a reader would not
want his/her spouse or children to know about. However, for reserve books, this
could be handled by a special confidentiality note placed on the specific reserve.
This would not prevent sharing the information once the book is checked -out.
o ALTERNATIVE FOR CARDHOLDER NEEDING PRIVACY
Persons within a family could choose to have an individual rather than a family card.
Anyone over 16 may currently apply for an individual card.
RECIPROCAL BORROWING RECORDS
o Since this is basically the same system used by Round Rock, it would make
reciprocal cards a little easier for both libraries.
RE -REGISTRATION PROCEDURE
O Residents actively using their cards would be re -registered over a one year period.
Each month a portion of the residents would be sent a notice requesting they re-
register. If they do not come, they would be re -registered as they used their
card. After 1 year, the remaining residents would receive notices.
• Non-residents would be re -registered at the expiration of their current card. All active
non- resident cards would be re -registered within one year.
CHANGE IN ISSUING CARDS
• All new and renewed library cards would be mailed to the customer instead of
processed immediately. Advantages:
O Speed processing time for new customers. They would not have to wait until all
information is entered into the computer.
O Increase accuracy of records. Staff would have time to double check entries
since they would not be trying to hurry.
O Insure validity of registration records. Cards would be mailed to the address on
application.
• Customers could still use some materials immediately.
O Customers would still be allowed to check out two books immediately.
O Customers would be allowed to check out additional materials after they receive
the library cards in the mail.
MAINTAINING CURRENT RECORDS ON CARDHOLDERS
• Non-resident cards would continue to expire and require registration check and fee
payment annually.
• Resident cards would expire and require registration check every 3 years.
This would clear computer space and provide a checking mechanism to insure
cardholders are still residents.
• All computer records for cards not used within the past three years would be
DELETED upon final approval of this proposal unless fines or other charges are still
owed. Paper records would be discarded according to the retention schedule.
• Currently held paper records for users who have not used the library since 1988 would
be immediately discarded upon final approval of this proposal and approval of Records
Management Specialist.
We feel that these changes would be of benefit to our library users and a great time saver for staff,
and hope you will consider it for approval.
PUBLIC LIBRARY
Education
End., Diverse and comprehensive educational opportunities are available through public
and private cooperative efforts,
Means:
(Priority # 2) (95-99) Provide high quality information service through the addition
of Reference Services staff, electronic information sources and
Internet access and searching.
(95-99) Encourage children to read by contracting for additional
children's programming (Public Library)
(95-99) Provide educational opportunities to citizens and City staff
through support of the Literacy program, participation in the Interlibrary
Loan program, speaking to various organizations, providing
educational programming and meeting space for organizations with
educational aims, and fostering the Friends of the Library (Public
Library)
(Priority # 3) (95-96) Increase service levels by upgrading one part-time Circulation
position to full-time.
(95-96) Add 150 hours of temporary workers to provide adequate
staffing (Public Library)
(95-99) Assist the Literacy Program by providing space for tutor
training and tutoring sessions; materials and services for students.
(96-99) Provide services to special needs populations, and to
residents unable to visit the Library building (Public Library)
Facilities & Services
End. The City enjoys a high quality of life with excellent facilities and services which meet
the specific needs of the community.
(priority 1)
(95-96) Transfer Library Dynix software to RS6000 computer to
increase capacity and allow an updated version of specialized
software. (Public Library)
Means: (95-97) Add shelving to hold the increased number of books in the
collection (Public Library)
(Priority # 4) (95-96) Add specialized shelving to hold books on cassette and
videos at accessible height.
(95-96) Add PAC PLUS FOR WINDOWS and KID'S CATALOG,
specialized graphical computer catalog terminals to improve access to
library materials.
(95-96) Renew subscription to Bibliofile database of computer records
for new books (Public Library)
(95-97) Assume cost of Interlibrary Loan system previously
funded by state and federal budgets. (Public Library)
(95-97) Add sign system in shelving area to assist users in locating
materials (Public Library)
(95-96) Contract to update author and subject authority files of Library
holdings to match newest forms authorized by Library of Congress
(Public Library)
(95-96) Replace and upgrade phone system and add fax machine to
provide better customer service (Public Library)
Recreation & Cultural Affairs
End., All citizens actively participate in community -wide social, cultural, and recreational
activities.
Means: (95-99) Provide exhibit space for art by members of the Williamson
County Art Guild (Public Library)
MONTHLY REPORT
LIBRARY SERVICES DIRECTOR
GEORGETOWN PUBLIC LIBRARY
MARCH 1995
MR etown
PROGRAMMING
The Parent/Child Story -time groups programs included arts and crafts sessions related
to the story time books.
A special program was held March 2 to dedicate the Sheriff Jim Boutwell Texana
Collection. Local author Ellis Posey presented a program on Texas humor following the
dedication.
A display of quilts and quilt related books coincided with the annual quilt show.
VOLUNTEERS
Volunteer Coordinators Judy Fabry and Ethel Barnes held two orientation sessions to
describe different volunteer jobs in the Library. Several new volunteer attended.
Training sessions were held to train 13 volunteers for 6 different jobs.
COLLECTIONS
The Library was closed for inventory one Friday afternoon. Staff inventoried 65% of the
adult non-fiction collection.
Lee Sparks has finished weeding the Biography collection.
FRIENDS OF THE LIBRARY
Friends of the Library presented Awards to the winners of the Edward and Jennie Royce
I Love to Read competition at a special evening program.
MONTHLY REPORT
LIBRARY SERVICES DIRECTOR
GEORGETOWN PUBLIC LIBRARY
APRIL 1995 URN etown
ADMINISTRATION
Joy Marion and Rosa Garcia attended Texas Library Association meeting in Dallas.
Ethel Barnes and Judy Fabry attended training for the Interlibrary Loan system at the
system headquarters in Dallas.
Lee Sparks and Mary Pat McLaughlin attended two workshops on the Internet. One for
Internet in Government sponsored by The Innovation Groups, and one on publishing on
the Internet sponsored by the University of Texas Graduate Library School.
Joy Marion and Lee Sparks attended two meetings on expanding reciprocal borrowing.
The Parent/Child Story -time programs included an Easter Egg hunt and arts and crafts
sessions related to the story time books.
The Austin Conservatory of Dance presented a program on ballet and tap including
dance demonstrations, clothing and costumes for the children to examine.
The children's performing group, Sunshine Generation, presented a special evening
program.
COLLECTIONS
The Georgetown PTA and the Farmer's Insurance Group donated$200 worth of audio
tapes to the Library for a family oriented listening series.
FRIENDS OF TO THE LIBRARY
Entries have been received and are being judged for the Kristine Ann Vickers "Life as
We Know It" Award.
CIRCULATION STATISTICS
PATRON VISITS
Feb 95 Mar 95 Year to Date
Current Year
8381
13387
59206
1993-1994
10669
8793
48858
1992-1993
5840
6455
32260
1991-1992
6510
5397
30834
CIRCULATION
Current Year
14645
16029
87807
1993-1994
14796
16178
84113
1992-1993
12234
14436
72892
1991-1992
12315
14668
72699
CHILDREN'S PROGRAMS
Attendance
439
467
2574
Programs
2
0
9
Story Hour
14
13
74
Tours
2
0
5
Movies
0
0
3
OTHER SERVICES
ILL ordered
29
33
223
ILL filled
19
32
203
Literacy sessions
7
6
62
VOLUNTEER HOURS
Adult
90.25
73.25
369.75
Teen
30.5
29.00
182.5
Community Service
18.5
17.00
143
Total Volunteer Hours
139.25
118.25
694.25
REGISTRATIONS
City residents
112
98
564
Non-residents
41
57
255
Reciprocal
0
8
15
Total new
153
163
833
Renewals
40
60
288
CASH RECEIPTS
Fines, Room Rentals
$950.87
$1,293.54
$6,497.52
Non -Resident fees
$1,125.00
$1,730.00
$8,130.00
Donations
$157.10
$353.05
$6,476.90
COLLECTION
Books
Purchased
283
229
1321
Donated
26
24
362
Total added
309
253
1683
Books on Cassette
Purchased
2
5
16
Donated
0
6
18
Total added
2
11
68
CIRCULATION STATISTICS
Mar 95 Apr 95 Year to Date
PATRON VISITS
Current Year
13387
10300
69506
1993-1994
8793
9603
58461
1992-1993
6455
6822
39082
1991-1992
5397
5645
36479
CIRCULATION
Current Year
16029
14241
102048
1993-1994
16178
14903
99016
1992-1993
14436
12850
85742
1991-1992
14668
12309
85008
CHILDREN'S PROGRAMS
Attendance
467
472
3046
Programs
0
1
10
Story Hour
13
12
86
Tours
0
1
6
Movies
0
0
3
OTHER SERVICES
ILL ordered
33
42
265
ILL filled
32
24
227
Literacy sessions
6
4
66
VOLUNTEER HOURS
Adult
73.25
77.75
447.5
Teen
29.00
36.75
219.25
Community Service
17.00
15.5
158.5
Total Volunteer Hours
118.25
130
824.25
REGISTRATIONS
City residents
98
87
651
Non-residents
57
39
294
Reciprocal
8
6
21
Total new
163
132
965
Renewals
60
56
344
CASH RECEIPTS
Fines, Room Rentals
$1,293.54
$1,297.19
$7,794.71
Non -Resident fees
$1,730.00
$1,375.00
$9,505.00
Donations
$353.05
$123.10
$6,600.00
COLLECTION
Books
Purchased
229
162
1483
Donated
24
41
403
Total added
253
203
1886
Books on Cassette
Purchased
5
11
27
Donated
6
4
22
Total added
11
15
98
Georgetown Area Library Advisory Board 501 (c) (3)
March 6, 1995, following Adv. Brd. Mt.
Library Board Room
Present: Pat Ball, Jeff Kilgore, Martin Beeman, Nelda Burson, Allene
Booth, Rebecca Pfiester, Leah -Merrifield, Tresa Anderson,
Mary Pat McLaughlin
Absent: Amy Anderson
Pat Ball called the meeting to order. Leah made a motion to accept
the minutes as circulated. Allene seconded.
Tresa moved that the Board purchase Vol 13 of Authors and Artists
for Young Adults at $63.00. Jeff seconded this motion and it passed.
The next meeting of the Board will be on April 10th.
Leah moved to adjourn and Allene seconded this motion.
Suiftitted by,
Nelda Burson