HomeMy WebLinkAboutMinutes_LAB_07.11.1994GEOR ETOWN PUBLIC LIBRARY ADVISORY BOARD
July 11, 1994
Present: Amy Anderson, Pat Sall, Martin Beeman, Jeff Kilgore, Marton
Kinq, Jean --Marie Mendez, Tomi Spence (Chairman), MaryPat
McLaughlin, & Betty Thompson-
Absent: Tresa Anderson, & Nelda Burson
The a eetinq was called to order at 6:30 by the Chairman.
1. The fol lowi nq adjustments i ;� „ } were made to the June 1
minutes
a) The fifth paragraph was chanced to read: ..., Mary Pat
informed the Board that she would "apply for" r hours per week
secretarial work"
b) The next paragraph was changed to read. Mary Pat said that
she would "also apply in the budget to" contract fo update author
and subject files....
M.Kinq moved (M.Beeman Bnd) that the June 13 minutes be aprroved
with these corrections. Motion passed {J.Mendez apposed).
2. There were no comments from citizens.
3.T.3pence reported from the Lonq Range Planninq committee. R) They
will identify and possibly visit other Libraries, especially those
by Sun City complex'. B) Thus far they do not believe mobile units
are a goad altermative for our City.. C) Now that we are a couple
of years into the five year #Tarr: they need to extend it out so
that it is an on-goinq five y r plan. D) The next meeting of the
Comm. will be Monday, Auq.33 at .3 l in the Library board room.
4. The budget has been reviewed by the city reps., and the major new
requests are still in place. that is, Reference Services,;Increased
book budget, Children's programs contracts, 3helvinq, id's C taloq
fund drive, renewal of bibliofile database subscription, and a Fax
machine. (Total budget approx. 3 0fOO?)
The Pin.ept. and the Con.Visitors Bur. complimented our handlinq
of the budget requests with the City Council.
There will be a Public'Hearinq workshop regarding the budget
Auq.cc ,24a & 25 the first reading of the "Budget at City Council
will. be Sept.13 (3nd readinc Sept.c °)
Cegardinq the"Kid's Cataloq fund drive, the Friends felt the
summer was not the best time to start the drive dune to school beinq
out & families an vacation, so it will be readdressed at their late
Auqust rrmeetinq.3
5. M.Kinq moved (P.Ball Bnd) that the expenditure of funds for the
Boutwell Texana Collection and the completion of the Scarbro"gh
gift be approved as submitted. Motion passed unanimously.
. Mary Pat highlghted the fact that we reached in excess of 10,000
patron visits in Junet
7'. Meetinq adjourned at bx . (Moved by P.Ball,- Bnd by J.Kilgore)
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WoAi,—. m 4 tca s-ir rcr,c i, iiue �cs t z = <<s1 rn t
p ,1 n t c,v t* (95-97)�d sign system in shelving area to assist users in locating materials
, { . (Public ary)
Education „. " "¥ , * (94-95) ontract to update author and subject authority fifes of library
holding t match newest forms authorized by library of Congress (Public
End; Diverse and comprehensive educational opportunities are available through public and Libr )
private cooperative efforts,
* (94-95) 'dd fax machine to provide
* Means: (94--99) Provide high quality information services through the addition of better customer service (Public Library)
Reference Services staff and electronic index and database products and
bibliographic software (Public Library and Library Gift fund) * (94-95) Ad ook carts to move increased number of items circulated (Public
Library)
* `, (94-99) Increasebook budget to upgrade collection in response to changing
' D citizen needs and add educational video collection (Public Library) * (94-9) d display cabinet and display track to increase visibility of
Library t s and display related materials (Public Library)
* (94 -99) Encourage children to read by contracting for additional children's
programming (Public Library) (9 -96) Upgrade Library computer due to limited capacity and increased
(94--99) Provide educational opportunities to citizens and City staff through number of records (Public Library)
support of the Literacy program, participation in the Interlibrary Loan (93-4) Support the development of the Facilities & Services functional Plan
program; speaking to various organizations, providing educational (Public Library)
programming and meeting space for organizations with educational aims, and
fostering the Friends of the Library (Public Library) Recreation & Cultural Affairs
* (94- dd 150 hours of temporary workers to provide adequate staffing End: All citizens actively participate in community -wide social, cultural, and recreational
(Ps. �'rary) activities.
* (94-95 t a brochure describing Library services (Public Library) Means. (94-99) Provide exhibit space for art by members of the Williamson County
Art Guild (Public Library)
(94-99) Assist the Literacy Program by providing space for tutor training
and tutoring sessions, materials and services for students and encourage City * ( - ) Seek grant funds to support cost of transferring Williamson County
employees to participate (Public Library) ; Ge ogical Collection from Round Rock Public Library to Georgetown Public
� Li ra (library Gift ftiaid) ',.#,��r�'€, °��� i' » "�: �t,a . , t� =.x .�r .u. �. �, c�
(94-99) Support cooperative efforts with Southwestern University by having
students conduct story hours in the Children's Department and working with 4-99) Purchase books, materials and computer equipment funded by gifts
Homework Assistance Program (Public Library) and grants (Library Gift Fund)
(95-99) 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.
* Means: (94-97) Add shelving to hold the increased number of books in the collection
(Public Library)
* (94-95) .Add Kid's Catalog, specialized graphical computer catalog terminal
p for children, seek gift funds for cost of hardware. (Public Library and
Library Gift Funds)
* (94-95) Renew subscription to Hibliofile database of computer records for new
° books (Public Library.)
99 -94 En s and Means Statemen s Pa e
-94 En s an Means totem nts Pa a
Community Services
Community Services Division includes the Division Administration, Airport, Animal
Services, Convention & Visitors Bureau, Public Library, and Sanitation Contracts (solid
waste services, Collection Station, recycling, and Spring Clean -Up). The Division also
coordinates the Teen Court Program, health, welfare, and other community services.
Division Financial Summary:
Finance will provide spreadsheet
Source of Funding:
Finance will provide spreadsheet
Ends & Means:
Education
End. Diverse and comprehensive educational opportunities are available through
public and private cooperative efforts.
Means: (94-99) Increase book budget to upgrade collection in response
to changing citizen needs and add educational video collection.
(Library)
Means: (94-99) Encourage children to read by contracting for children's
programming. (Library)
Means: (94-99) 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. (Library)
Means: (94-99) Assist the Literacy Program by providing space for tutor
training and tutoring sessions; materials and services for students
and encourage City employees to participate. (Library)
Means: (94-99) Support cooperative efforts with Southwestern
University by having students conduct story hours in the Children's
Department and working with Homework Assistance Program.
(Library)
Means: (95-99) Provide services to special needs populations, and to
residents unable to visit the Library building. (Library)
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Facilities & Services
End. The City enjoys a high quality of life with excellent facilities and services
which meets the specific needs of the community.
Means: (95-96) Provide support to the development of the Facilities &
Services Functional Plan. (Administration, Library, Animal Services)
Means: (94-95) Add Kiid's Catalog, specialized graphical computer
catalog terminal for children, seek gift funds for cost of hardware.
(Library)
Means: (94-95) Renew subscription to Bibliofile database of computer
records for new books. (Library)
Means: (95-96) Upgrade Library computer due to limited capacity and
increased number of records. (Library)
Means: (94-99) Develop and implement strategies for process
improvement in the Community Services Division. (Animal
Services, Airport, Convention & Visitors Bureau, Administration,
Library, Collection Station, Sanitation)
Recreation & Cultural Affairs
End: All citizens actively participate in community -wide social, cultural, and
recreational activities.
Means: (94-99) Provide exhibit space for art by members of the
Williamson County Art Guild. (Library)
Means: (94-99) Purchase books, materials, and computer equipment
funded by gifts and grants. (Library)
2 ANNUAL OPERATING PLAN ELEMENT 1994195
PUBLIC LIBRARY
CrrY OF GEORGEMWN
Founded in 1848
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What We Do:
The Georgetown Public Library houses a collection of over 50,000 items to meet the
informational and recreational reading needs of Library users. The collection includes
popularfiction and non-fiction, classics, large -print, reference, books -on -cassette, literacy,
Spanish -language, newspapers, magazines, and youth and childrens' materials.
During the school year, story hours are provided for preschool children. Summer reading
programs are held for toddlers through elementary age children. Staff members are
available to help users locate and select materials, answer reference questions, and
renew books by telephone.
Library users can check out materials from the Round Rock Public Library, or select from
a catalog listing of materials which can be ordered from other Texas libraries for a small
cost. The Friends of the Library, San Gabriel Writer's League, and an adult Reading
Aloud group are a few of the groups which hold activities at the Library.
Residents of the City can obtain a Library card at no charge by presenting proof of
current address. Persons living outside the City limits can obtain a card for an annual
fee.
How to Reach Us:
The Library is located at 808 Martin Luther King. Library hours are Monday through
Thursday from 10:00 a.m. to 8:00 p.m., Friday from 10:00 a.m. to 6:00 p.m., and
Saturday from 10:00 a.m. to 3:00 p.m. For more information, call 512/930-3551 or TDD
512/930-3507.
What We Accomplished in 1993194:
• Circulation of materials increased by 15%.
• Inventoried all library materials to locate incorrectly cataloged or misshelved
materials and identify any missing items.
• Expanded Library Volunteer Program to increase recruitment, training and hours
volunteered by 50%.
• Improved customer service by adding two part-time staff members.
• Added public use computers with donated funds.
4 ANNUAL OPERATING PLAN ELEMENT 1994195
• Increased large print collection with donated funds and young adult materials with
City funds.
• Established the Sheriff Jim Boutwell Memorial Texana Collection with donated funds.
• Participated with the Management Team in defining values and the values
development process for City Staff.
What We Plan to Accomplish in 1994195 (Significant Means):
• Increase book budget to upgrade collection in response to changing citizen needs
and add educational video collection.
• Add Kid's Catalog, specialized graphical computer catalog terminal for children,
using gift funds for cost of hardware.
• Conduct review of collection to remove outdated and underutilized materials.
1994/95 Proposed Budget and 1995196 Projected Budget:
Finance will provide spreadsheet and chart
Source of Revenues: The Library is funded from General Fund revenues, gifts, and
donations.
Other Comments: The Library receives materials and services funded through the
Central Texas Library System, one of ten cooperative library systems in Texas distributing
state funds to public libraries. The amount of materials received is based in part on the
population of the City of Georgetown and on the amount of local funds spent on the
Library.
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ANNUAL OPERATING PLAN ELEMENT 1994195 5
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Library -- Restricted Donations
What We Do:
The fund receives and holds grants and donations received from library patrons, the
Library Board, and from other sources. Funds are used to purchase materials specified
by the donor.
Fund Summary:
Finance will provide spreadsheet
Other Comments:
In 1994-95, the Library Board and Friends of the Library will jointly seek funds to
purchase the Kid's Catalog, a graphical computer catalog terminal for children.
6 ANNUAL OPERATING PLAN ELEMENT 1994195
Founded in IR48
MEMORANDUM
DATE: 8-4-94
TO: LIBRARY ADVISORY BOARD
FROM: Mary Pat McLaughlin, Library
SUBJECT: MEETING ROOM POLICY
The current farm of the policy was passed in 1990 when after hours use
with key check-out was instituted. Since that time, requests to use the
Board Room have increased and the staff has asked for a number of
clarifications on procedures for both rooms. The staff has spent many
hours trying to identify procedures that would benefit bath the patrons
and the staff. Should you have any questions on the attached
recommendations, please feel free to call before the meeting. Ethel
Barnes, chair of the staff committee, will attend the Board meeting to help
me answer any questions you have at that time.
LIBRARY MEETING ROOM AND BOARD ROOM PROCEDURES
General Guidelines
The meeting facilities of the Georgetown Public Library are
designed to meet the general informational, educational, cultural,
V.� D ifidilvidua: �siand civic needs of the communit ... by b
: A
e t 1 hg:8 Use of the meeting facilities are available free of
charge on an regard±ess of tire equitable basis.
±ndividnGL±s or groups requesting faL.±±±ty ase.
I 'e
Examples of appropriate activities includ'e.but not r:' mi t d to
discussion groups, panels, lectures, conferences, seminars,
exhibits, displays, story times, puppet shows, the showang.of
pula C'.F.;;use films 0 videos and activities of the Friends of the
Georgetown Public Library.
Hours Available
Meeting Room
8:00 a.m. to 10:00 p.m. Monday through Saturday
Not available Sunday
Board Room
10:00 a.m. to 8:00 p.m. Monday through Thursday
10:00 a.m. to 6:00 p.m. Friday
10:00 a.m. to 3:00 p.m. Saturday
Not available Sunday
Available Seating
Meeting Room: 100 auditorium style: 30-40 with tables
Board Room: 16
Renta± Rates (per meet±ngt
FEE BEPE)SiT
mEET±iis Reem $±e $25
:hf ter huars e $�75
B&ARB Reem (nut avai±ab±e after h%.jUj-0j 'P
Meeting room policy draft 8-4-94
Specific Guidelines
All meetings must be free and open to the general b pu lic.
No admission charges, fund raising activities, sales or
solicitation are allowed. (Exceptions are paid registration
for institutes, seminars or educational courses held by the
Library, the City of Georgetown or an established educational
institutions or activities of the Friends of the Georgetown
Public Library. Meeting for which any fees are to be charged
must receive approval of the Library Director.)
Use of facilities by a group or organization is limited to one
program per month.
Use of meeting rooms does not constitute endorsement by the
Library, the Library Advisory Board, or the City, of points of
view expressed by program participants. No advertisement or
announcement implying such endorsement shall be permitted.
The using individual/group/organization will be held
responsible and liable for any and all damages that may occur
X:Jgnitig:
as a result of the use of the facility.of the
Key for after hours use must be returned to Circulation Desk
:,
,i ..�.ibersoft by 6: 00 p.m. of the next working day. I�E;�---
no user
Reservations
May be made in person or by phone.
May be made up to 60 days in advance.
A signed Room Use Agreement for each reservation date is
required to confirm reservation.
Care of Facilities
Users are responsible for set-up and clean-up. Facilities are
to be left as found, unless otherwise directed.
Smoking is not permitted in the Library building.
Food and drink may be served only in the Meeting Room. A sink
Meeting room policy draft 8-4-94
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Name of group MEETING DATE
MEETING TIME
RESERVATION FOR:
MEETING ROOM BOARD ROOM
APPROXIMATE NUMBER ATTENDING
INFORMATION FOR PUBLIC POSTING:
CONTACT PERSON FOR QUESTIONS FROM THE PUBLIC AND TITLE OR SUBJECT OF YOUR
PROGRAM
Name: Title:
Phone• Speaker:
Individual responsible for complying with use policy:
Name• Phone•
Individual making reservation(if different):
Name: Phone•
LIBRARY EQUIPMENT AVAILABLE FOR USE (set up on your own)
ITEMS
NUMBER AVAILABLE
NUMBER YOU NEED
Chairs
100
Tables
7
TV/VCR
1
Overhead projector
1
Erasable Board
1
16 mm projector
1
Coffee pot
1
I have been given a copy of the Library Meeting Room and Board Room policy and
agree to be responsible for observance of the rules set forth in that policy,
and to make good any damage or loss. I agree to be billed for any and all
damages that may occur as a result of the use of the facility including cost
of re -keying the facility. Notification and bills may be sent to the
following address.
Signed NAME
ADDRESS
CHECKLIST tboth staff and usPr shn1i1 r3 initial 1
DATE
STAFF
USER
Confirmation
received
Key issued
(key # )
Key returned
Room checked
is available, but no refrigerator or stove. Refreshments must
be kept in the Meeting Room, not carried into the rest of the
Library.
No refreshments may be served in the Board Room.
Equipment, supplies, or personal effects cannot be stored or
left in the Library.
Groups using the Meeting Room after regular Library hours must
ceck and lock the facility before leaving.
LITERACY COUNCIL TUTORS
May reserve a space in the Board room or Meeting Room 2 times each
week.
May sign up only two weeks in advance.
Must check -in at the Circulation Desk at the beginning of each
session. Room reservation may be held for 15 minutes before being
released to the next user.
Tutorsare encouraged to share the room with other tutoring pairs.
Please note if you are willing to share the room when making
reservation with the Circulation staff.
Meeting room policy draft 5-4-94
Round Rock -Georgetown Reciprocal Borrowing Statistics, FY 93-94
Month
RR use by GT patrons
GT use by RR patrons
No. users at GT by RR patrons
No. users at RR by GT patrons
Notes
Total
Monthly
Total
Month
Total
Month's
new adds
Total
Month's
new adds
October
97
97
OOPS I MIS
EB NO REPoBr
THIS MONTE
4
4
November
214
117
811
811
2
2
6
2
December
290
76
987
176
1
-1
7
1
January
380
90
1027
40
2
1
8
1
February
1 458
78
1163
136
4
2
9
1
March
574
116
1302
139
7
3
14
5
April
735
161
1459
157
12
5 P
21
7
May
880
145
1759
300
17
5
25
4
June
980
100
2092
333
19
2
26
1
July
1091
111
2360
268
20
1
26
0
August
September
Tr.tu!Z
1
.. _ .
NOTES:
July 1994
The following people have donated money for the Sheriff Jim
BoUtWell TeX6nB Collection at the Georgetown Public Library:
Billy Ray Stubblefield ($50)
Velta & G.E. Simmons Jr. ($50)
Charlotte & Edward Richards ($50
Gloria & Fay W. Watson ($25)
Ken Anderson /$100\
Rita & Jimmy Bitz ($20)
Della & John King ($25)
Jay C. Sloan ($50)
Robert F. B. Morse ($25)
Judi ShBnhlin, Realtors ($25)
The following books have been purchased with the above monies:
"Kaleidoscope pieces''
12.95
"The Yellow Rose of Texas''
14.95
"War from the grnund Up^
29.95
"Just one more riot"
18'95
"They called it the war effort''
29.95
"A Texas C'aot8l Bend trilogy''
24.95
"Case Of the midnight rustler''
11.95
"The Texas Almanac's Political History''
16.95
"Battleship Texas''
29.50
"R8noh'dre8sing"
15.99
"Campaigns of Walkers Texas Rangers''
29.95
"Elmer Kelton Country"
25.¢0
"Foo a Japanese American Prisoner of War"
24.50
"Frontier Defense''
14.95
"Ghost towns of Texas''
17.95
"Hecho en Wag"
29.95
"Highly irregular irregulars''
17.95
"Magnificent Barbarians"
18.95
"Rangers and Pioneers of Texas''
29.95
"Ride for the Brand''
22.50
"3iDgin Texas''
19.95
"Texas Cherokees people''
22.95
"Texan Country Reporter Cookbook''
13.95
"Treaty of Guadalupe Hidalgo"
11.95
"Walls rise Up"
19.95
"Hato are for watering horses''
14.95
"Sam Bass''
12.95
"The Buffalo War: History of the Red River''
12.95
"Lone Star Legacy I"
16.95
Sheriff Jim Boutwell Collection (cant.)
"The women and children of the Alamo'' 21.95
"The court of Appeals at Austin" 24.95
"The Newton Boys' 24.95
"Revolution remembered' 21.95
"The Texas Army'' 24.44
Eb & Virginia L. Girvin ($80)
in memory of Lloyd Evans
"Smithsonian Guide to Historic America S. New England" 18.9-5
in memory of Henry Tays
"Smithsonian Guide to Historic America Mid -Atlantic" 18.95
in memory of Virginia Maya
"Smithsonian Guide to Historic America Rocky Mtns" 18.911:5
in memory of Agnes Wilcox
"Smithsonian Guide to Historic America New England" 18.95
American Association of University women (s6o)
for their speakers of the year TBA
"Janet Reno: Doing thy right thing" 22.9!*.')
"Clamentine Hunter: AMerican Falk Artist" 42.95
"School School Girls" 23.50
* 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.
MONTHLY REPORT
LIBRARY SERVICES DIRECTOR
JULY 1994
ADMINISTRATION
The Library closed July 29 for collection maintenance and staff
development.
Staff members have received training on support of the public use
computers.
Lee Sparks was appointed as Community Service Representative to the
Safety Committee.
COLLECTION
Additional donations for the Sheriff Jim Boutwell Texana Collection
have been ordered.
PROGRAMMING
The End of Summer Reading program, held at the Community Center was
a great success. Approximately 175 children enjoyed the programs
by Mary Shaver and Jim Dickson, refreshments and prizes donated by
local merchants.
Other July Summer Reading Programs were presented by Nelda Burson,
Ralph Dixon Love, and author Jan Siegel Hart.
July 28 was proclaimed Mary Beth Huba Day in the City of Georgetown
in recognition of her 10th year as volunteer for Summer Reading.
FRIENDS OF THE LIBRARY
The Society for the Preservation of the Gentle Art of Reading Aloud
will meet in August to finalize the 1994/95 program schedule.
Georgetown Public Library
GEORGETOWN PUBLIC LIBRARY CIRCULATION STATISTICS
June 94 July 94 Year to Date
PATRON VISITS
Current Mo
10622
9678
86161
1992-1993
8649
7517
60646
1991-1992
6584
6120
54943
1990-1991
7420
6828
57495
CIRCULATION
Current Month
19806
17353
150395
1992-1993
17240
16684
131152
1991-1992
16870
14441
128700
1990-1991
14905
16179
119380
CHILDREN'S PROGRAMS
Attendance
1160
1070
4846
Programs
8
7
30
Story Hour
0
6
79
Tours
3
3
12
Movies
8
8
29
OTHER SERVICES
ILL ordered
47
36
358
ILL filled
36
39
339
_Literacy sessions
21
13
190
VOLUNTEER HOURS
Adult
57
32.75
691
Teen
82
42
271
Community Service
70
40
569.5
Total Volunteer Hou .209
114.75
1549.5
REGISTRATIONS
City residents
178
83
1080
Non-residents
81
40
470
Reciprocal
3
2
21
Total new
262
125
1567
Renewals
79
55
445
CASH RECEIPTS
Fines, Room Rentals$1,094.27
$813.41
$8,882.63
Non -Resident fees
$1,935.00
$1,350.00
$12,470.00
Donations
$541.60
$695.24
$4,448.78
COLLECTION
Books
Purchased
277
177
2388
Donated
108
125
985
Total added
385
302
3372
Books on Cassette
Purchased
10
0
141
Donated
0
13
23
Total added
10
13
164