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HomeMy WebLinkAboutMinutes_LAB_03.14.1994Georgetown Public Library Advisory Board March 14, 1994, 6:30 p.m. Library Board Room Present: Martin Beeman, Pat Ball, Jeff Kilgore, Amy Anderson Jean Marie Mendez, Morton King, Tomi Spence, Nelda Burson, Mary Pat McLaughlin Call to order by Chair Tomi Spence. 1. Morton King suggested revisions to the circulated minutes as follows: Martin Beeman circulated the following report of the Nominating Committee: Chair Tomi Spence Vice Chair Pat Ball Secretary Jean Marie Mendez Treasurer Tresa Anderson It was noted that the Advisory Board is required to have only a Chair and Secretary: while the 501(c)3 Board also has a Vice Chair and Treasurer. Jean-Marie Mendez declined nomination and Nelda Burson was presented by Martin Beeman. There being no other nominations from the floor, Spence was elected Chair and Burson, Secretary. Another correction was that the Salado letter was read by Tomi Spence. Pat Ball made a motion to accept the minutes as corrected. Jeff Kilgore seconded. Jean Marie Mendez abstained. 2. New members to the Long Range Planning Committee are Martin Beeman, Amy Anderson, and Nelda Burson. This committee will meet with Tomi on March 26th at 3 p.m. at the library. 3. No alternate Lay Representative to CTLS was appointed. The Lay Representative is John Duer. 4. Mary Pat noted that budget priorities are more staff, shelving additions and rearrangement, and possible study rooms. It was discussed and suggested that 1 full time and 2 time reference persons and 1 full time cataloger might be needed and could be requested in the budget. 5. Martin Beeman made a motion to adjourn which was seconded by Amy Anderson. POLICY ON GOVERNANCE PROCESS ADVISORY .BOARD DEVELOPMENT In keeping with the principles of effective governance, the City Council will create Advisory Boards which: 1. Are relevant to city governance: A. The Board will perform "useful" activities. B. The Board will perform unique duties. 2. Relate to the Council's job. 3. Avoids coming between the Council and City Manager. 4. Have established rules of behavior for officers and members: A. The Council and Board will have an adequate system for monitoring Board Member behavior. B. The Council will have a system for revocation of membership. 5. Have a clearly defined charge. 6. Have a policy for dissolution of the Board. A. The Council may dissolve the Board for any of the above violations of the governance policies, B. An annual review of the boards' charge and effectiveness will be conducted. POLICY ON GOVERNANCE PROCESS ADVISORY BOARD APPOINTMENT In keeping with the principles of effective governance, in appointing members to Advisory Boards, the City Council will: 1. Make the process open to all citizens -- applications will be available through the City Letter, newspaper posting, and the Assistant to the City Manager. A. All interested citizens must apply for appointment, including those applying for re -appointment. B. An applicant deadline will be established, and those applications received after the deadline will not be considered. 2. Seek to appoint the best person available. 3. Respect the need for diverse community opinions. 4. Submit eligible applications to the appropriate board and staff for review two weeks prior to submittal to Council. 5. Submit, in writing to the Mayor, each Council member's preferences (through appropriate staff) two weeks prior to the Mayor's resubmittal for Council approval (as per the Charter). 6. Establish a three - two year term limit for an individual to serve consecutive positions on the same Board. 7. Require attendance at meetings -- A member who, except in the case of illness or extenuating circumstances as determined by the Commission or Board misses three (3) consecutive meetings or misses one-third (1/3) of all regular meetings in a twelve-month period may be removed from such Commission or Board. POLICY ON GOVERNANCE PROCESS BOARD POLICIES City Advisory Boards and Commissions will be responsive to the needs of citizens of the Georgetown Community. In doing so, each Board and Commission will provide pro -active support and advice to the City Council's visionary and strategic leadership. Each Board, as outlined in its board description, will delineate a clear distinction between its role in advising both the Council and staff. In keeping with the focus of the Century Plan, boards will focus on the future rather than the past. In its governance role, each Board and Commission will: 1. Strive to recognize its responsibility to the future generations by addressing the interrelatedness of the social, cultural, and physical characteristics of the community when advising policies (ends and means). 2. Be an advisor to Council of policy ends and, when requested by the City Manager, Lto staff on policy means, ensure that the Council is provided sufficient support to meet its ends. x 3. Continue to be dedicated to friendly and courteous relationships with staff, council members, and the public; and seek to improve the quality and image of public service. 4. Endeavor to keep the community informed on municipal affairs; encourage. communication between citizens and the City Council; strive for strong, working relationships among Georgetown, Williamson County, Southwestern University, Georgetown Independent School District, Georgetown Chamber of Commerce, and the Georgetown Industrial Foundation. 5. Make a commitment, individually, to improve the quality of life for the individual and the community, and to be dedicated to the faithful stewardship of the public trust. 6. Recognize that the Council, not the Advisory Board, wiII be responsible for Advisory Board performance. 7. Monitor and regularly discuss the Advisory Board's own process and performance, ensuring the continuity of its governance capability by retraining and redevelopment. aPOLICY ON GOVERNANCE PROCESS ADVISORY BOARD CODE OF ETHICS The position of appointed advisor to staff and council is one of trust and service to the citizens of Georgetown. This position creates a special responsibility for the Georgetown Advisory Member. In response to this, the Georgetown Advisory Boards are expected to advise the governing of this City in a manner associated with a commitment to the preservation of the values and integrity of representative local government and local democracy and a dedication to the promotion of efficient and effective governing. To further these objectives, certain ethical principles shall govern the conduct of every Advisory Board Member, who shall: 1. Be dedicated to the highest ideals of honor and integrity in all public and personal relationships in order that the member may merit the respect and confidence of the citizens of Georgetown. 2. Recognize that the chief function of local government at all times is to serve the best interests of all of the people. 3. Be dedicated to public service by being cooperative and constructive, and by U making the best and most efficient use of available resources. 4. Refrain from any activity or action that may hinder one's ability to be objective and impartial on any matter coming before the Board or recommended to the Council or City staff. Do not seek nor accept gifts or special favors; believe that personal gain by use of confidential information or by misuse of public funds or time is dishonest. 5. Recognize that public and political policy decisions (ends), based on established values, are ultimately the responsibility of the City Council, and 6. Recognize that the role of the board is to advise, not decide. Policy decision authority (ends) belongs to Council while means authority rests with the City staff. 7. Conduct business in open meetings. POLICY ON GOVERNANCE PROCESS ADVISORYBOARD MEMBERS' CODE OF CONDUCT The City of Georgetown Advisory Boards and Commissions provide critical input to both the Council and City staff, therefore, they play a key role in the integrity of governance. The Council is responsible for the Boards' responsibilities, discipline, and performance. Even so, the Board is responsible for its own development - both as a body and as individuals. x 1. Board Members must represent unconflicted loyalty to the interests of the citizenry. This accountability supersedes any conflicting loyalty such as that to advocacy or interest groups and membership on other boards or staffs. This accountability supersedes the personal interest of any Board Member acting as an individual citizen of the City. 2. Board Members must avoid any appearance of conflict of interest with respect to their responsibility. A. It is the desire of the City that Board members shall act and conduct themselves, both inside and outside the City's service, so as to give no occasion for the distrust of their integrity, impartiality or of their devotion to the best interests of the City. B. All members of commissions and boards appointed by the City Council shall comply with the provisions of the City's Ethics Ordinance (Chapter 2.20 of the Georgetown Municipal Code). C. Board members will not condone any unethical or illegal activity. All members agree to uphold the intent of this policy and agree to govern their actions accordingly. D. In the event of a violation, or a perceived violation, of the governance and/or ethics policies: i. One or more members of the Council may request that the Mayor select two Councilmembers to accompany him/her to meet with: a. the Chair of the Advisory Board (or appropriate board member) and relevant staff to determine background information, b. and, if necessary, the Advisory Board member who has "violated" the policy. ii. If the Councilmember fails to mitigate the problem, then two Councilmembers may request an item to be placed on the City Council Agenda for additional discussion and action with the affected Advisory Board Member. I The power of the City's Boards and Commissions is advisory - decision authority remains with the staff (means) and Council (ends). A. The advisory capacity held by the Board is held collectively, not individually. Therefore, Board Members may not attempt to exercise individual authority over the City organization (staff). B. Board Members' interaction with the public, press or other entities must recognize that not only does the Board lack decision authority by serving in an advisory role, but also, the lack of authority in any individual Board Member to speak for the Board. 4. During Board Meetings, Board Members shall preserve order and decorum and shall, neither by conversation or otherwise, delay or interrupt the proceedings nor refuse to obey the orders of the presiding officer. A. Each Board Member is responsible for being prepared to come and discuss the agenda. B. No Board Member shall be permitted to indulge in personalities, use offensive language, arraign motives of members, charge deliberate misrepresentation or use language tending to hold a member of the Board in contempt. 4. C. No member shall be excused from voting except on matters involving the consideration of his own official conduct, or where his personal interests are involved, and in these instances he shall abstain. Any member prohibited from voting by personal interest shall announce at the commencement of consideration of the matter and shall not enter into discussion or debate on any such matter and shall have previously filed an affidavit stating the conflict of interest. The member having briefly stated the reason for his request, the excuse from voting shall be made without debate. D. Any member who reasonably believes that his/her voting on a matter would create an appearance of impropriety shall be excused from voting. That member shall state publicly the reason(s) she/he believes voting would be improper. E. The Board will seek to be innovative, creative and take risks in resolving issues. This is a survey sponsored by ALA. If we have I or 2 more questions, we can add them. Do you have any suggestions? Customer Satisfaction Survey Let us know what you think. Our library staff wants to meet your needs. Please take a moment to answer these questions and let us know how we are doing. Place a check mark by the answer that applies. 1. How satisfied are you with our books and other services? ❑ Extremely ❑ Very ❑ Satisfied ❑ Somewhat ❑ Not at all 2. How helpful is our staff? ❑ Extremely ❑ Very ❑ Satisfied ❑ Somewhat ❑ Not at all 3. How easy is it to find what you need? ❑ Extremely ❑ Very ❑ Satisfied ❑ Somewhat ❑ Not at all 4. How important is the library to you? ❑ Extremely ❑ Very ❑ Satisfied ❑ Somewhat ❑ Not at all 5. How often do you visit the library or call for information? -� ❑ Weekly ❑ Monthly ❑ Four times a ❑ Twice a year ❑ Once a year year 6. How often do you ask a librarian for help? ❑ Weekly ❑ Monthly ❑ Four times a ❑ Twice a year ❑ Once a year year ?. Are there other things you would Iike to library to offer? ❑ More books ❑ More hours ❑ More Reference Materials ❑ Other (Please explain) 8. Are you? ❑ Under 18 ❑ 18 or older Please share your comments or suggestions about how we can improve our services to you. Your name and telephone (optional) This survey is being conducted in cooperation with the American Library Association and other libraries across the country for a national "snapshot" of library customer satisfaction. Thank you for taking time to comment. -q n v J A 'I IC 1 'AA 7 7 rn J D . 1, L I Y Y " 4 5 -10 Personnel rl.Yi4 Current staff F 'E R E kC E S E F V 1 C ES 19, K24 Personnel hference Librarian I Ru Permuel Reference Clerk TP, IA; �iL i. 2 'EaEral Supplies ku u . I 2IEl2gE Y 20" hucU-,iainu SUPPLY MAIL CIT"IRENT TEAR EJ J. .�, A 1j . V I 156M.H Z 0 10 . d 04 I, C .VV;,A 21 Food F 0 ad", ". 11 . A I. 4 4 V V F C315 T 0 T 3 Janitorial Llr,�,t tults,etc. . . 2 5 0 . 0 0 JTD�Rl�� I h L TOTAL 28 Periodicals Periudical Subscription; v V 3 2 AA.O�j L8 CID-nll Databases a 1 sQ c i s c Periodical index 3OV.00 Uata&SES UrolieT Elecircaft Emcyclo-j; Acob !a L taL U a slas GaE4 JvV PERILIOU"ICALI TOTAL All 1 4V Gem ince 1 2 0 114" 0 0 A I i 4 0 C, 7 8442.07 L 70 V :14 2 A . ; 7 r- r- L PAI R THAL . tflgtE 50 tliiEnanu cuitractslyrdl 157 50 5750.00 50 Cataloging untract Catalog 152 books MOD 7500 37500.00 50 Citalciiag coatract Process 2500 books 14.00 2500 5VO 0 0 IV, 50 Cataloging contract Chlack, a.1thorr azwd sutject files EG1 0 10 01 0 0 0 0 CINTRACT THAL 6.0132.& 53 Sp7c slary & Legal LEgl i I r,-, , P, f, VV V —ECIAL N"'.'CHECTS r I, L i. M.N.: 0 V V C A T M L 0 5 1 Q E, i Cli L 01 G 510(1 754"010 3750O.'VO 0 It, 5 0 VA 2 5 0 lu L 10000 II;Iv;,,0.Orj b Gas, Li§ts, Tele Gas, Ligf,.ts, Tele 55 Ref.-ruce lin.. iqu ft! I y 2S,LIGNQTELE 56 DUS MS THAL H Refuds Rehads RERNIS TOTAL 61 Ass, katices 61 Ads, Notices 61 Ads, Notices 61 publicativis 6 7; 65 pragrau i 5 4L rECRUMENT ? safulre Ads AdQu sUff ADS TOUL ptysicals REUMMENT TOM halite BiNiagrapsic 1U0 I 2ROM, 165.0 23HR.& 475M 20LOO 20LQ MOu 25LCO 1 25t5 25LCO 1 2 5 L Go' MOO 5 0 L 0 01 MR 2 M L 0 0 MAU 2 m 0 A 0! 10 G 11). C 5 0 0 . 0 '01 2HOW 1 MOM 12 C Q. 0 01 1 120Q2i M1.10.00 0 0 . 0 111 2 0 EQ § V. 0 111 mmojo i 6 8. 0 0 1 11 E. 0! ) MAO 1 MOTO Epiplut Disgay Wad, ChidreVs Ra SH.m 0 040 ?1 H EQmt Telqh" sysw ? 0 040 90 WaRare Buk cut, Gic 27LOO 3 US. 90 Furnitare Enk car% uch swry 27LU 2 5HAt.i 90 Funitue OHice chair 125AO 1 12 5 A 0 90 WoRwre oppay uudoanwhg) BOW 1 86001 90 Funitue 542SPUL 12U.00 12221 90 FunRue Fix 1200.0 t C U & Furrjitua a§w2 boards Wo 0 L 0 01 & Furnit-ue 2telv8g 2 0 0, 0 . 01,01 1 12 f.t . G 90 Wtue Bkhhg for gunhy UHAC 1 5WO H Qdpmt LAI "pmrihr 20LOO i 203A 5ALOO I 90 EpQmt DMIX WS CATLOB sofha 13H.00 1 13000 13HAO 90 Equipunt DYWR Kul CATALOG cupw UHAO I 2M At., I 90 Epiput ASA NMI THHOLS 7W20 1 ma 2HOA0 I 2WO EDU THAL DUARTUNT THAL S2 TOTAL BY PRINECT 42ifl.g 1H50AU MONTHLY REPORT LIBRARY SERVICES DIRECTOR MARCH 1994 ADMINISTRATION Mary Pat McLaughlin attended a Family Issues meeting sponsored by the Williamson County Extension Service. The Library will have an information packet available for use by the committees established at the meeting. Rosa Garcia has been appointed to the city's Customer Service Committee. 1010) a a 1p�� Between checking in and out the estimated 180,000 books to be circulated this year, the staff is working on two projects to make finding books easier for our customers. Thin children's books are being relabeled with vertical labels which allow customers to read the whole number without having to pull the book out and "read around the corner of the spine." Lee Sparks has started a weeding program in the fiction section to discard unused books and make it easier to find the good books customers seek. VOLUNTEERS Several talented volunteers have started recently. National Library Week and National Volunteer Week coincide April 17-23. To celebrate and say thank you, the staff is planning a lunch for the library volunteers. PROGRAMMING Special guest Sejal Patel, a visiting student from India, gave the children a look at life in India. Mothers of the story time children organized a party and egg hunt for the children. GEORGETOWN PUBLIC LIBRARY CIRCULATION STATISTICS Feb 94 Mar 94 Year to Date PATRON VISITS Current Month 10669 8793 48858 1992-1993 5840 6455 32260 1991-1992 6510 5397 30834 1990-1991 5434 5906 31735 CIRCULATION Current Month 14796 .16178 84113 1992-1993 12234 14436 72892 1991-1992 12315 14668 72699 1990-1991 11232 11644 64482 CHILDREN`S PROGRAMS Attendance 360 458 1938 Programs 2 2 12 Story Hour 10 11 60 Tours 0 2 6 Movies 3 2 9 OTHER SERVICES ILL ordered 36 28 187 ILL filled 39 23 181 Literacy sessions 17 23 104 VOLUNTEER HOURS Adult 101.5 61.25 516.25 Teen 8 42.5 99.5 Community Service 68.75 45.75 314.25 Total Volunteer Hou 178.25 149.5 948 REGISTRATIONS City residents 93 115 598 Non-residents 55 45 279 Reciprocal 0 3 7 Total new 148 163 880 Renewals 37 47 213 CASH RECEIPTS Fines, Room Rentals $847.33 $1,001.78 $5,109.97 Non -Resident fees $1,230.00 $1,485.00 $6,985.00 Donations $91.19 $150.22 $804.55 COLLECTION Books Purchased 315 292 1414 Donated 40 33 424 Total added 354 325 1837 Books on Cassette Purchased 25 14 80 Donated 3 3 8 Total added 28 17 88 GIFT FUND EXPENDITURES March 1994 CITY GIFT FUND Titles Amount Grant Seeker's Kit: Directory of Texas Foundations $109.00 "The Texas Connection" - newsletter (1 year) 30.00 Analysis of Texas Foundations 49.00 Total $188.00 501 (C) (3) none Georgetown Area Library Board 501)c)(3) March 14, 1994, following Adv. Brd. Mt. Library Board Room Present: Martin Beeman, Pat Ball, Jeff Kilgore, Amy Anderson Jean Marie Mendez, Morton King, Tomi Spence, Nelda Burson, Mary Pat McLaughlin Call to order by Chair Tomi Spence. 1. Morton King suggested revisions to the circulated minutes follows: The following nominations for offices were circulated Martin Bee. ­.an for the Nominating Committee: Chair Tomi Spence Vice Chair Pat Ball Secretary Jean-Marie Mendez Treasurer Tresa Anderson Jean-Marie Mendez declined nomination and Martin Beeman nominated Nelda Burson. There being no other nominations from the floor, the slate was elected as amended. as MA Pat Ball moved that the minutes be accepted as corrected. Jeff Kilgore seconded. Jean-Marie Mendez abstained. 2. Jeff Kilgore gave a report on the security systems that he has checked into. It seems that it would cost about $4,000 to install,; two cameras. He will aLao check into short-term rental. The cameras belonging to Chub are still in use at no cost to us. Mary Pat reported that the City declined to finance this security. There was a discussion concerning putting this security expense into next year's budget. 3. Martin Beeman submitted a drawing of a plan for benches and tables and chairs that could be installed in the courtyard. Jeff Kilgore will serve on this committee with Martin Beeman. 4. TLA will be April 12-16th in Corpus Christi. Mary Pat reported that she and members of the staff will attend some of the sessions. There is money budgeted for this. 5. Mary Pat presented an idea that the following items might be purchased with the Gift Fund money: Grant Seeker's Kit $188.00 Medical & health books 500.00 Morton King suggested that we might use the money in the 501(c)(3) fund to bring in matching funds in the way of grants, etc. Jean Marie Mendez made a motion that medical and health books be purchased as selected from reviews within the next six months in the amount of $500-00. Martin Beeman seconded. Morton King abstained. The motion carried. 6. Mary Pat reported on a possible project - that of receiving 12 sections of genealogy books which are now in the Round Rock Library. This would mean buying shelving and moving the books. It was suggested that the Wms. Co. Genealogy Society might help in moving and cataloging these books and also serve as reference persons in the use of the books. 7. Pat Ball moved to adjourn and Martin Beeman seconded.