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HomeMy WebLinkAboutMinutes_LAB_02.13.1995Georgetown Public Library Advisory Board February 13, 1995 Library Board Room Present: Pat Ball, Nelda Burson, Rebecca Pfiester, Allene Booth, Tresa Anderson, Amy Anderson, Jeff Kilgore, Leah Merrifield, Mary Pat McLaughlin Absent: Martin Beeman The meeting was called to order by Vice -chair, Pat Ball. Jeff Kilgore made a motion to accept the minutes as circulated and Amy Anderson seconded the motion, and it passed. Mary Pat and Nelda bothl-h;�b a conversation with DAR representatives about scheduling the meeting room. Library sponsored events may be scheduled at any time provided the room is not already booked. All other groups may book thirty days in advance. The time in question was one of the days that the Library had booked the income tax service for the community. Pat welcomed Merrifield. informed the serve on and meetings. new members, Rebecca Pfiester, Allene Booth and Leah We all gave a brief introduction of ourselves. Pat new members of the purpose of the taU boards that we stressed how important our attendance is at these officers The slate ofAnominated by Jean Chair: Pat Ball Vice Chair Amy Anderson Secretary Nelda Burson Treasurer Tresa Anderson Tresa moved to accept the slate Merrifield seconded th motion Mendez and Morton King was as follows: of officers as presented and Leah which passed unanimously. Ethel Barnes, a staff person, reported on the trip intended to Carrolltown. Due to car trouble, the four staff members making the trip decided to visit the libraries in Temple and Waco instead. The Temple Library has a large video library. The Waco Library has three branches, many computers, and a very active Friends Group, which raises lots of money. The staff members thought our library ranked high compared to these two especially in the children's department. Leah moved to accept the Gift Fund Expenditures as presented. Jeff seconded and the motion passed. In discussing the 1995-96 budget, the following were thought to be things that we might could reasonably hope for: l.Reference library electronic services greatly enlarged 2.Additional help in the children's area 3.Longer hours specifically Sunday hours 4.Classic video and educational video collection 5.Permanent exhibit of Georgetown history 6.Art exhibits - possibly of local artists 7.More storytimes Mary Pat reminded us of the upcoming Dinner of Recognition for all City Boards and Commisions to be held on February 16,1995. Jeff moved that we adjourn and Tresa seconded. Respectfully submitted CURRENTPROPOSAL FOR FAMILY LIBRARY CARD REGISTRATION ) The Library presently issues individual registration cards and computer recurs to each e of a family. Requiring paper cards and computer entries that contain virtually the sane information which take time e 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 grade in addresses or telephone numbers, the records often are not found together* PROPOSAL: Move to single registration card and computer entry per family. This will have several benefits for both staff and patrons. REGISTRATION 0 Simplified registration process since only one family member would Fill out the library card application. All family embers eligible to check out books on the card would be listed on the registration card and in the computer entry. Each member could still have and individual card with his or her nacre and ba c€ide, all linked to the same record. CARD RENEWALS C When renewing cards, we must go into each individual record and change the fee information, expiration date, and mark the card paid or tee waived, again a duplication ofeffort that can take much time. • BOOK RECORDSL,IFLFLL 0 Easy access to a list of all materials checked out by family members. Instead of having five separate records of materials as 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 0 A single registration also would simplify book renewals for family 'members, Requests for these renewals often come by phone and: rrray tie up a staff person for a considerable time while other patrons are waiting for service. FINES FEES SIMPLIFIED 0 One location for fines for all family members When a parent comes in to pay the family tines, 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. • CONFIDENTIALITY © PRO --Family members can renew, reserve, check hold status and check on lost, missing and non -returned 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 records. Family members often express annoyance when they learn we cannot give out reserve titles to anyone other than the person placing the hold. O CON-- Maintaining confidentiality on book records 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. O ALTERNATIVE FOR CARDHOLDERS NEEDING PRIVACY Persons within a family could choose to have an individual rather than a family card. Anyone over 16 may also apply for an individual card. RECIPROCAL BORROWING RECORDS © 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 • Residents would be re -registered as they used their card. After 6 months, the staff begin sending notices to remaining cardholders using computer reports on all cards not used. • Non-residents would be re -registered at the expiration of their current card. All active cards would be re -registered within one year. MAINTAINING CURRENT RECORDS ON CARDHOLDERS 0 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 checking mechanism to insure cardholders are still residents. o At the end of one year, and each year thereafter, all computer and paper records for cards not used within the past 3 years would be DISCARDED unless fines or other charges are still owed. 0 Currently held paper records for users who have not used the library since 1988 would be immediately discarded upon final approval of this proposal. We feel that this change would be of benefit to our library users and a great time saver for staff, and hope you will consider it for approval. GIFT FUDI 11 X29BRITURQ`3 MARCH 1995 CIT The Friends of the Library ($20.00) in memory of Lloyd Evans VTV I ITYLL E MAE Marie Curie $3040, 5- 0 11 TRAY Authors and Artists for Young Adults $63x00 vol,13 * 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 bouks are purchased. MONTHLY REPORT LIBRARY SERVICES DIRECTOR GEORGETOWN PUBLIC LIBRARY JANUARY 1995 GNU geOWYI ADMINISTRATION Mary Pat McLaughlin and Dixie Hanna took the City teamwork workshop. Mary Pat McLaughlin spoke to the Men's Garden Club about gardening books in the Library. Tomi Spence, Mary Pat McLaughlin, Joy Marion, and Carmen Sanchez attended the CTLS membership meeting in Austin. PROGRAMMING Exhibits, special programming and bibliographies offered information on African -American History Month. Memorabilia and a collection of clippings on local residents were on loan. Other exhibits included Boy Scouting, prepared by a local Scout, and American History Month, prepared by DAR. The Parent/Child Story -time groups programs included two programs of African -American tales and a visit from the EBONY organization at Southwestern, Valentine's and Chinese New Year programs and arts and crafts sessions related to the storytime books. VOLUNTEERS Ethel Barnes and Judy Fabry will be sharing duties of the staff Volunteer Coordinator. They are preparing training sessions which will following the two orientation sessions on March 7 and 8. Lee Sparks is now weeding the Biography Collection as part of the year -long weeding project designed to insure access to the newest materials. BUILDING The HVAC controls allowed humidity to rise to over 70% in the building. The staff is checking the book collection to insure that the mold present at the vent opening has not spread to the collection. FRIENDS OF TO THE LIBRARY The Friends of the Library are holding the annual Edward and Jennie Royce essay competition. Winners will be announced at a special program in March. After a presentation by high school student David Spence and family members of Kristie Vickers, the Friends voted to sponsor an essay competition for high school students in her memory. CIRCULATION STATISTICS Jan 95 Feb 95 Year to Date PATRON VISITS Current Year 9424 8381 45819 1993-1994 8208 10669 40065 1992-1993 5313 5840 25805 1991-1992 5615 6510 25437 CIRCULATION Current Year 15024 14645 71778 1993-1994 14074 14796 67935 1992-1993 11824 12234 58456 1991-1992 12940 12315 58031 CHILDREN'S PROGRAMS Attendance 234 439 2107 Programs 1 2 g Story Hour 10 14 61 Tours 3 2 5 Movies 0 0 3 OTHER SERVICES ILL ordered 42 29 190 ILL filled 38 19 171 Literacy sessions 8 7 56 VOLUNTEER HOURS Adult 62.75 90.25 296.5 Teen 42.00 30.5 153.5 Community Service 32.00 18.5 126 Total Volunteer Hours 136.75 139.25 576 REGISTRATIONS City residents 92 112 466 Non-residents 64 41 198 Reciprocal 0 0 7 Total new 156 153 670 Renewals 59 40 228 CASH RECEIPTS Fines, Room Rentals $1,403.70 $950.87 $5,203.98 Non -Resident fees $1,665.00 $1,125.00 $6,400.00 Donations $353.49 $157.10 $6,123.85 COLLECTION Books Purchased 207 283 1092 Donated 79 26 338 Total added 286 309 1430 Books on Cassette Purchased 4 2 11 Donated 4 0 12 Total added 8 2 46 Georgetown Area Library Board 501 (c) (3) February 13, 1995 Library Board Room Present: Pat Ball, Nelda Burson, Rebecca Pfiester, Allene Booth, Tresa Anderson, Amy Anderson, Jeff Kilgore, Leah Merrifield, Mary Pat McLaughlin Absent: Martin Beeman Pat Ball called the meeting to order. Amy Anderson made a motion to accept the minutes as circulated and Allene Booth seconded. Tresa presented the financial statement. Total funds available as of December 31, 1994 were $56,935.71. Allene moved to accept this report and Leah seconded. In reviewing the Goals for 1995-96, we discussed an Internet Connection and a Reference Librarian. Mary Pat informed us that in February, volunteers would be trained for the information desk in front. Pat presented the slate of offices nominated by Jean Mendez and Morton King. They are: Chair Pat Ball Vice Chair Amy Anderson Secretary Nelda Burson Treasurer Tresa Anderson Jeff moved that we accept this slate of officers and Allene seconded the motion and it passed unanimously. Tresa moved that we purchase the six volumns of Authors and Artists for Young Adults at $378.00. Leah seconded the motion and it passed. Allene moved to adjourn the meeting and Tresa seconded. Respectfully submitted,