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HomeMy WebLinkAboutMinutes_LAB_12.03.1996Georgetown Public Library Advisory Board Library Board Room December 3, 1996 Present: Amy Anderson, Sheila Henderson, Allene Booth, Nell Dickson, Martin Beeman, Jeff Kilgore, Sally Riddle, and Michelle Crider. Absent: Nelda Burson, Sharon Sanders, Rebecca Pfiester. In the absence of Chairperson Amy Anderson, Allene Booth called the meeting to order. The minutes of the November 11, 1996 meeting were approved as written with a motion from Martin and a second by Jeff. Amy Anderson was present by this time. There was one comment from a citizen: the library received a complaint about the content and illustration of certain books. After discussion, the board moved to table discussion of the review of library policy on this type of question until the next meeting. The motion was made by Sally, seconded by Nell, and passed. In the meantime, Sheila will write a response letter to the person who filed the complaint. There were no comments from the board chair. Patron Behavior Policy: The board reviewed an Incident Report of a situation that occured in November. Eric Lashley, Public Services Librarian, was present to expound on the issue and answer any questions. Sheila said there was not any official action that the —` library staff could have taken at the time. This indicates a need for a patron behavior policy. Sheila will be presenting a potential policy at the next meeting. Calendar of Library Closings: The board approved the calendar of library closings as presented by a motion from Allene and second from Martin. It was noted that there will be a reference copy of board minutes I activities available in the library offices. The library will not be updating each board member's notebook. There were no donations reported and Sheila presented the director's report as written with the note that they are interviewing to fill a recently vacated staff position. Jeff moved to adjourn the meeting, Allene seconded, the motion passed. Respectfully submitted by Sally Riddle. F1 Incident Report Date of Incident: November 27, 1996 Time of Incident: Approximately 11:00 AM Patrons involved: W P. M , Johnny Orona, and Jose Aviles Employees involved: Eric P. Lashley and Richard Casanova Number of Patrons in the Library: 30 Description of Incident: At approximately 11:00 AM, Mr. William M . approached Richard Casanova at the circulation desk to check out materials. After Richard checked Mr. M. books out, Johnny Orona and Jose Aviles, two young patrons, asked Richard a question in Spanish. Richard answered their question in Spanish, which upset Mr. M Mr.1A asked Johnny and Jose if they spoke "American." He then told them that "this is an American library and you should speak English here." As he was walking out he said, "I can't believe this s--!", in a very loud voice. It appeared that many patrons were uncomfortable with Mr. M outburst. As soon as Mr. M- _ . left, I went over and apologized to Johnny and Jose. I told them that it was perfectly alright for them to speak Spanish in the Library and the gentleman had no right to speak to them in that manner. Eric P. Lashley Ric and Casanova Public Services Librarian Library Assistant -Circulation 1A • UT UNIVERSITY OF TEXAS,„ 30301 Oak Tree Drive Georgetown, TX 78628 Phone: 9304543 e-mail: srrogers@mail.utexas.edu November 11, 1996 Sheila Henderson, Director Georgetown Public Library Georgetown, TX 78626 Dear Ms. Henderson: As a fairly frequent patron of Georgetown Public Library, I have had some frustrations and concerns since we moved to Georgetown just over two years ago. When I read in the newspaper that the library had a new director, I was really hoping for some positive changes. While you have implemented some excellent changes, the area of my concern has not yet been addressed. I have considered making an appointment to come in and chat with you, but you are always so very busy, and so am I. So, I have decided to communicate with you via mail for now, but would be willing to come in and chat, if you think it would be at all helpful. I have included both my phone number and e-mail address above so that you can contact me should you desire to do so. First of all, let me say that I am a library junkie. Had I not been "called" to be a nurse, I would have "chosen" to be a librarian. My love for books and for just being in a library have been lifelong passions that have provided great solace for me during the rough patches of my life. When I was in nursing school, my classmates could not understand why I did so much of my studying in the library, rather than in the comfort of my dorm room. It certainly was not an escape from the dorm, but just the sheer pleasure of being in the library. Throughout my life, when I was depressed or anxious, I went to the library. When I was lonely, I went to the library. Even when I was so in for a number of months that I was essentially chairbound, I managed to make a weekly trip to the library. When I volunteered to help in my children's schools, it was always as a library volunteer. So, I love libraries. Currently, because of my status as a full-time student, I use the UT library facilities to meet most of my professional and academic needs. Additionally, since my time for leisure reading is so limited, I generally buy paperback versions of the books I want to read. (I just cannot finish a book in a timely manner, right now.) So, my primary use of the Georgetown library is to check-out audiotapes for the commute to Austin. But, if there were a viable alternative, I would never set foot in the Georgetown library, again. It is the most (and only) user unfriendly library that I have ever encountered. I do not know whether this is because I am not "native" Georgetown, or whether this applies across the board. But it is truly the only library I have ever patronized (and I have lived many, many places) that leaves me feeling so frustrated and angry with almost every visit and/or phone call, that I wish I had another alternative. As I noted earlier, I had hoped that some of this user unfriendliness would diminish with your tenure, but, if anything, it is getting worse. First of all, the sign as one enters is so condescending and demeaning; I had anticipated that it would come down when you took inventory, but no such luck. (If you don't know which sign I mean, it's the one that says "Red Alert! Do you have your library card?") If a gentle reminder is needed for some borrowers who forget their card, a sign of professional quality that says, "Just a reminder: We are not able to check-out library materials without your card" would be much more appropriate. One of my frustrations, that I have expressed, is the 7 day check-out on tapes. Before I came to Georgetown, I was in Copperas Cove. Their tape collection is much smaller than yours, and they have many more patrons, but they had a 14 day check-out. This was much more user friendly, and the tapes seemed to circulate just as regularly and just as efficiently. But, my big frustration has been the following scenario: I check-out a tape and renew the tape I checked -out the previous week. Then, I come back the following week to do the same thing. But, I am told, "You've already renewed that tape," even though I haven't. So, apparently they renew the entire screen, rather than just the requested item, so we have to have a big argument about the fact that I have only had that particular tape a week, regardless of what the computer is telling them. (Garbage In, Garbage Out) So, I have learned to renew my "old" tape before checking -out the "new" one. But everyone seems to think I am rather eccentric, because I insist on that rather odd way of doing things. Another problem has been that the "rules" seemed to vary, depending on who was working the circulation desk. I think maybe you have overcome this by entering some commands in your computer system that make the rules more consistent, but this may reduce justifiable flexibility. But, the event that occasioned my taking the time to write this rather lengthy letter occurred this past Saturday. I phoned to renew a tape (and I really do appreciate this option). Whoever answered the phone was a volunteer or new employee, who apparently knew nothing except how to answer a telephone. I had to wait at least S, maybe 10, minutes before a computer was available for the renewal to be accomplished. (And I do appreciate that this process usually takes less than a minute!) She had to ask my name, again, which was all right. Then, she asked me the name of the item; when I told her Contagion, she said, "Would you spell that?" I was finally getting exasperated and said, "It's the only item I have checked out!" She was gone a minute and came back and said, "OK; it's been renewed." I said, "When is it due?" She said "November 9`£'." I replied, "That's today!" She said, "Well, she only renewed for one day." (The tape had been due on Friday, the 8 h, but I forgot to call.) At that point I just about lost it! I yelled, I have no doubt, "I didn't want to renew it for one day! I wanted to renew it for one week! If you need to let me talk to someone else, please do!" She said, "Well, I'll see, but I don't know if she can do anything about it, now." She was gone for a minute came back and said, "OK; it's now due November 10h." I thanked her and hung -up. (Later I called back to ask for your name. The same gal answered the phone, and while she knew your name was Sheila, she had to go ask someone else for your last name.) But, once, again, my contact with the Georgetown library left me feeling totally frustrated and out of sorts! Even the General Libraries at UT, which is a bureaucracy beyond all belief, is much more user friendly and flexible than the Georgetown Public Library. I really have no suggestions or ideas, other than taking down that irritating sign and initiating some additional training. But I do know that I would like to have a user friendly library to patronize for my audiotape needs Please feel free to contact me, if you would like to chat. I really am a very nice, easy-going, laid-back lady, but coming into or calling your library invariably brings out the worst in me. And I really don't like that! Thank you for all the time it has taken you to read this. Also, thank you for your consideration of the concerns I have raised. Sincerely, ,&,, X- � Sharon Rogers, RN, MSN Doctoral Candidate The University of Texas at Austin Ge`_oRggLQg November 19, 1996 Mrs. Sharon Rogers 30301 Oak Tree Drive Georgetown, TX 78628 RE: Observations and Complaints of Library Services and Staff Dear Mrs. Rogers: I am writing in response to your letter to me which outlined concerns regarding Library staff and services. I appreciate your frustrations and hasten to assure you that your observations and concerns are being thoroughly investigated and necessary changes carried out as appropriate. We want each of the Library's patrons to have a positive, rewarding experience while visiting or calling us, and regret the circumstances that caused you such consternation. I am pleased to see that you are an avid reader, not only of good books, but of the newspaper as well. Yes, my presence here has brought about some significant changes, but many of them are not immediately visible to the patron. Though these changes ultimately affect the patron, they are primarily indirect benefits, i.e., training for -staff, splitting staff into two shifts, enclosing the .children's area, completing a long range plan, increasing the acquisitions budget, redesigning forms for greater efficiency, and much more. These benefits will became apparent over time, as service improves. Your observation of the inappropriateness of one of our signs has resulted in the sign being taken down. Red Alert!!! serves it purpose, but perhaps not in this context. The staff has worked well through these many changes and embraced them with great enthusiasm. They care about their patrons and they care about the image they project. I truly believe that we have a very friendly, customer service -oriented staff. The main problems that exist are lack of training, policies that are not user friendly, and the usual woes of being short-staffed. Sometimes "unfriendly" translates to being tired, frustrated, and without hope of ever seeing an end to being tired, frustrated, and without hope... The 7 day check-out on tapes policy is currently being reevaluated. When the decision was made to only allow 7 day check-out on tapes, the library's holdings were few. In order to ensure the availability of these to patrons, loan periods had to be limited, as is the policy for new books. With this year's increased materials budget, purchasing of books -on -tapes will rise, thereby increasing selections of these tapes. We will then institute a 14 day loan on some tapes. As much as we try to be consistent, there are exceptions to all policies. We offer upon request and a plausible explanation, an extended loan period on the books -on - tapes. If at any time before revisions on the policy are completed you need to take advantage of this extended use privilege, please feel free to request it at the circulation desk. If at all possible, your request will be granted. GEORGETOWN PUBLIC LIBRARY 808 MARTIN LUTHER KING 0 GEORGETOWN, TEXAS 78626-5527 • 512/930.3551 • FAX: 512/930-3622 • TOO: 512/930.3507 Mrs. Sharon Rogers Page 2 November 19, 1996 Another area of concerned addressed by you was uninformed or unknowledgeable staff. We do have several new staff members who are not adequately trained in all aspects of the library's many services. One of the newest was the person with whom you spoke on Saturday. Saturdays are becoming increasingly busy. Additionally, the Rock House clients, who require special individualized attention, visit -us each week on that day. On that particular Saturday, one of our key employees was out ill. Staffing was thus reduced to one full-time employee and one part-timelibrary page. Though it does not excuse what happened, they tell me it was during the peak of activity that your call came in. Every effort is made to provide you and each of our patrons with fast and efficient service whether it is in person or by phone. I offer my sincere apology for the conglomeration of faux pas's. Though change is often necessary, it is not without its challenges. We appreciate your patience and cooperation while we work out all the bugs in our system, policies, and services. You are a valued patron and we want you to continue to patronize the Georgetown Public Library. Sincerely, Sheila Ross Henderson Library Services Director cc: Library Board Elizabeth Gray, InformationResources Division Director Georgetown Public Library 1996/1997 Closing Dates Occasion Day Date City Offices Additional Closed Library Closing Christmas Monday Dec 23 6 pm closing Tuesday Dec 24 x Wednesday Dec 25 x New Year's Eve Tuesday Dec 31 6 pm closing New Year 1997 Wednesday Jan I st x Memorial Day Monday May 26 x Independence Day Friday July 4 x Saturday July 5 x Labor Day Monday Sept I x Inventory Tues-Thurs Sept 2-4 x Thanksgiving Wednesday Nov 26 6 pm closing Thursday Nov 27 x Friday Nov 28 x Saturday Nov 29 x City Staff To be scheduled 2.5 hours Recognition Luncheon Christmas Tuesday Dec 23 6 pm closing Wednesday Dec 24 x Thursday Dec 25 x New Year's Eve Wednesday Dec,31 6 pm closing New Yearl998 Thursday Jan I x Staff Development To Be Determined TBA x CITY GIFT FUND 501 © (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. MONTHLY REPORT GEORGETOWN PUBLIC LIBRARY November 1996 Highlights Library Staff received favorable comments on the new changes in the Children's area. Ms. Rosa's office was completed and doors erected at the entrance of the area during the month of November. The search for a new head of Technical Services continued throughout the month. Interviews will be conducted during the month of December. Richard Casanova joined our Library Staff as part - time Library page. Staff was trained on the new features of the Dynix System on November 13 and 14. Children's Book Week scheduled a variety of activities and performances for the children. Music, stories, animals, and shadow puppets were enjoyed by all. The Library closed November 27-30 in observance of the Thanksgiving Holiday's. STAFF - Out and About! Sheila Henderson rewarded three neighborhood library patrons for good behavior at school and in the library by taking them to get cosmetic make-overs, compliments of Linda at Merle Norman on Thursday, November 7. Ralph Love attended a preservation seminar in Austin on Friday, November 8. On November 13, Cristy McNicholas attended a seminar for Administrative Assistants at the Hilton in Austin. Eric Lashley attended a luncheon sponsored by the Juvenile Community Committee (JCC) in Round Rock, on Wednesday, November 20. The entire Library Staff attended the November Picnic sponsored by the City of Georgetown on Thursday, November 21. Sheila Henderson attended the regional meeting of the Central Texas Library System held in Austin, on November 22. On Saturday, November 23, Esther `Nilson and Leo Hamilton attended a cataloging seminar at the Univ of Texas - Austin, J.C. Thompson Conference Center, 1 • i Richard Casanova was hired on as our part - time Library Page. PROGRAMhHNG Children's Book Week was the highlight of November for the Library. Ms. Rosa had close to 500 in attendance once again for the monthly activities. The children made turkey decorations and decorated hats with paint, feathers, and other colorful items as they enjoyed music and stories. A Zoo Review was a big hit, featuring such animals as a ferret, and a porcupine. They also were able to touch a snake, and other reptiles. The Shadow Puppet performance was excellent. The children really enjoyed seeing the puppets come alive to the music and stories. VOLUNTEERS Thank you to all of our volunteers, without whose assistance we could not survive. In particular, I would like to mention two members of our volunteer staff; Lou Ann Crouteau and Ruth Naiser. Lou Ann helps on Monday mornings to clean out the Book Drop and help to start our week off right. She is a life saver to those who work Monday mornings. Ruth helps out by repairing the damaged books. She quietly sits at her desk and repairs torn pages, covers, and bindings. One day she stated that she needed to work overtime due to the fact that there were so many books to repair. But always when they say goodbye, they happily say "See you next time." FRIEND'S OF THE LIBRARY FUTURE PLANS`! r t Technical Services Librarian interviews to be conducted during December. Dynix cataloging training to be held December 17 - 20. Holiday Open House and Volunteer :Fair will be held in December. Georgetown Public Library Circulation and Visitor Count Circulation Statistics 1996 October November Year to Date Patron Visits Current Year 11,504 10727 22,231 1995-1996 7,672 9,312 125,397 1994-1995 11,260 8,920 113,240 1993-1994 5,356 9,211 104,437 1992-1993 5,204 5,354 66,443 Circulation Current Year 13,865 13161 27,026 1995-1996 15,315 14,389 174,409 1994-1995 15,305 14,766 187,548 1993-1994 14,205 13,607 182,578 1992-1993 12,437 11,562 159,648 Children's Programs Attendance 491 494 985 Programs 2 3 5 Story Hour 13 4 17 Tours 1 1 Movies 0 Crafts 0 Other Services ILL ordered 26 34 60 ILL filled 25 28 53 ILL Periodicals 0 Literacy Sessions 0 Large Print Circ 46 44 90 Volunteer Hours Adult 131.75 85.00 216.75 Teen 59.50 49.50 109.00 Community Service 68.50 46.00 114.50 Total Volunteer Hours 259.75 180.50 440.25 Registrations City Residents - new 155 97 252 City Residents - Renew 0 Non -Residents - new 40 34 74 Non -Residents - Renew 58 55 113 Reciprocal 0 0 Total 253 186 439 Cash Receipts Fines, Room Rentals 814.83 1,140.18 1,955.01 Non -Residence Fees 1,515.00 1,375.00 2,890.00 Donations 453.00 453.00 Books Processed -'new' 326 70 396 Donated 0 Total 'New' added 326 70 396 Total Processed 981 1,369 2,350 Books on Cassette Purchased 0 Donated 0 Total Added 0 Georgetown Public Library 501 (c)(3) Library Board Room December 3, 1996 Present: Amy Anderson, Sheila Henderson, Allene Booth, Nell Dickson, Martin Beeman, Jeff Kilgore, Sally Riddle, Sharon Sanders, Michelle Crider. Absent: Nelda Burson, Rebecca Pfiester. Chairperson Amy Anderson called the meeting to order. The minutes of the November 11, 1996 meeting were approved as written and the minutes and decisions of the past two meetings were ratified with a motion from Martin and a second by Allene. The treasurer's report was presented. There was some discussion of the need for the 501 (c)(3) to file with the IRS. There were no expenditure of gift funds to report. Sheila presented the bid from Ventana for enclosing the areas of the library. The Texana room will cost $4184 and the computer room will cost $4600. After some discussion, the board approved that $8784 be allocated for enclosing the Texana and computer rooms with a motion from Jeff and second from Nell and a passing vote. The board discussed purchasing cataloging software. The board asked Sheila to find out about the cost of buying a networked version of the software and not a whole new package because the library is already running the current version of the software. The meeting was adjourned by a motion from Sally and second from Allene and a passing vote. Respectfully submitted by Sally Riddle. 512-930-3646 CITY OF GEORGETOWN P.O. Box 409 Georgetown, TX 78627 Tax Exempt # 1-74-6000974-3 ISSUED TO: VEND 01-90125 T-ANCHOR COMPANY, B " BOX 191 ROUND ROCK, TEXAS 78680 PURCHASE ORDER NO#: 9701910 ISSUE DATE: 12/12/96 SHIP TO: CITY OF i' i 1107 NORTHCOLLEGE " • BOX 409 • * To be ordered by Purchasing: * YES NO ************************************ ------------------------------------------------- ACCOUNT NO. DESCRIPTION QTY PRICE AM© UNT ---------------------------------------- 220-976-5902-00 INSTALL GLASS ENCLOSURE 4,184.00 0.00 220-976-5902-00 201X20', HISTORY ROOM 2,300.00 220-976-5902-00 INSTALL GLASS ENCLOSURE 0.00 220-976-5902-00 10'X10', COMPUTER ROOM ORDERED BY: FISHER - $7540; VENTANA - $6484; RUSSELL - $6572; MARSHA IWERS PURCHASE APPROVAL: *** TOTAL *** 6-,484.00 APPROVED BY: SHEILA HENDERSON 512-930-3646 CITY OF GEORGETOWN P.O. Box 409 Georgetown, TX 78627 Tax Exempt # 1-74-6000974-3 PURCHASE ORDER NO##: 9701905 ISSUE DATE: 12/12/96 ISSUED TO: SHIP TO: VEND #: 01-95120 CITY OF GEORGETOWN YOUNG & PRATT, INC 1107 NORTH COLLEGE P.O. BOX 2142 P.O. BOX 409 AUSTIN, TX 78768-2142 GEORGETOWN, TEXAS 78627 ************************************ * To be ordered by Purchasing: * YES NO ************************************ ACCOUNT NO. - ----- DESCRIPTION ___________________Q�____PRICE _____-_AMOUNT 220-976-5902-00a----RELOCATE VENTS -MAIN LIB 1,000.00 A 1 RIO.• f MARSHA IWERS PURCHASE APPROVAL: *** TOTAL *** 1,000.00 APPROVED � t SHEILA'HENDERSON a00 ve�660-1- 01/28/97 TUE 14:20 FAX 304 229 0295 THE LIBRARY CORP U 00 ITS FOR WINDOWS NETWORK First Year Licensing Cost Upgrade to ITS for Windows Software for Multi -Users NO CHARGE includes: Cataloging software for Windows, Z39.50 interface, Cataloger's .Reference Shelf, context sensitive HELPsubject searching and user -defined searches, cut and paste capability, unlimited access to toll -free support line; license for first station ITS for Windows 2-User License Additional licenses available @ $500 per user. Second and Subsequent Years Licenses *License with Monthly updates Plus, license for additional stations for simultaneous usage; additional stations @ $500 per station $ 1,000 4 M JP,'-," 4 3q5, Oc S 1,845 A license entitles your library to one full year of updates to the LC MAIM' English database and ust-. of the software. There are additional databases available for use with the ITS for Windows. Each subscription Includes software support, unlimited access to The Library Corporation's toll- ree support, free replacement of laser discs, and software updates. These are listed below: LC MARC Foreign Quarterly (over 1,900,000 records) $ g00 AN Access Monthly (over 721,000 records) $1,495 AN Access Quarterly (over 721,000 records) S 995 British MARC Quarterly (over 982,000 records) $1,095 Canadian MARC Quarterly (over 709,000 records) $ 445 Contributed Cataloging School & Public (over 631,000 records) S 240 Contributed Cataloging Research & Academic (over 1,300,000 records) $ 180 Docufile Quarterly (over 577,000 Government Documents) $ 990 MARC en espanol. Quarterly (over 339,000 records) $ 595 MARC en franeais Quarterly (over 824,000 records) $ 495 MedMARC Quarterly (over 970,000 Medical Records) $ 995 NICEM AN Online (over 390,000 AN records) $ 995 ScarslDewcy Quarterly (over 546,000 records) $ 850 LC Name and Subject, Sears, and MESH Authorities Quarterly S 64C Shelia Henderson January 28,1997 Georgetown Public Library Page 1