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HomeMy WebLinkAboutMinutes_LAB_02.11.2002Georgetown Public Library Advisory Board Meeting Minutes February 11, 2002 In Attendance: Judy Parks, Dorothy Hagen, Don Willhouse, Sam Arent, Ema Fielder, Georgene Richaud Eric Lashley, Library Director was also present. Absent, Zora Evans, Claire Vogler, Carol Parsonage. The meeting was called to order at 6.30 PM. Approve Minutes: The minutes from the last Advisory Board meeting were reviewed. Don Willhouse moved and Ema Fielder seconded a motion to approve the minutes. The minutes were approved unanimously. Presentation: Summer Martinson Trevino, on behalf of the local chapter of the Daughters of the American Revolution, presented the Library with a book entitled, "Printed Sources — A Guide to Published Genealogy Records." A commemorative picture was taken of the presentation and the Advisory Board expressed the appreciation of the Library for the generous gift. Director's Report: Eric Lashley informed the Board that the needed roof repairs have been sent out for bid. A moisture test has been conducted and a good portion of the roof will need to be removed. On February 12th, Eric will go before the Georgetown City Council to obtain required approval of a book vendor. The GISD grant request, which will enable the Library to purchase laptop computers, will be submitted on February 14th and we should hear the results in about 2 months. The Library will be closed on February 215' all day and for a half day on February 22nd for staff training. Eric attended a CTLS meeting in Salado this past month. In addition to the business meeting there was a workshop, the topic of which was customer service. On February 12t, Eric will be speaking to the Kiwanis Club at Sun City. Long -Range Plan: Eric distributed a revised draft of the Long -Range Plan. He indicated that decisions need to be made on the first two objectives as these decisions made on those will dictate the ability of the Library to accomplish many of the other objectives. Objective 1: Provide adequate staff to maintain the library during all library hours. A discussion ensued relative to what staffing criteria should be used in setting the goals for the library. After reviewing the ments of each action step, Don Willhouse moved and Ema Fielder seconded a motion to adopt action step c under Objective 1, which would bring the library in line with the staffing levels determined by the Public Library Data Service. The motion was carned unanimously. Objective 2: Extend Library hours to meet customer expectations. After a lively discussion on what hours of operation are expected by our patrons, it was moved by Don Willhouse and seconded by Ema Fielder that action step a be adopted under Objective 2. The motion was carned unanimously. Sam Arant observed that the Long -Range Plan does not contain any time lines to indicate when objectives are to be accomplished. After discussion, it was moved by Georgene Richaud and seconded by Don Wilhouse that the title of the Long Range Plan be amended to include the wording, "Five Year Plan." The motion was passed unanimously. In order to allow the Board members time to study the objectives in the Long -Range Plan, Dorothy Hagen moved that further review of the Plan be tabled until next month's meeting. The motion was seconded by Don Willhouse and passed unanimously Agenda Items for Next Month's Meeting: 1. Long -Range Plan 2. Guest speaker — Pat Tuohy. At 7:28 PM, Don Willhouse moved and Dorothy Hagen seconded a motion to adjourn. The motion passed unanimously. DIRECTOR'S MONTHLY REPORT • GEORGETOWN PUBLIC LIBRARY January 2002 HIGHLIGHTS • The City Council agreed to allow the library to enter into a partnership with GISD for purposes of the Community Network Grant proposal to the Telecommunications Infrastructure Fund. • The roof consultant performed the moisture analysis of the library's roof. This is the first step toward creating a bid proposal for the repair work to be done. • Eric Lashley continued to work with the steering committee that is preparing the proposal to the TIF board for a Community Network grant. The proposal due date has been extended to February 15. STAFF ACTIVITIES • On January 2, Kathleen Bowling, Fran Fitzner, and Sarah Samson staffed a library booth at the GISD employee benefits fair. • Eric attended the quarterly meeting of CTLS, which was held in Salado. Before the business meeting, he participated in a workshop about customer service. The purpose of the business meeting was to establish CTLS's budget for the coming year. • Judy Fabry attended meetings of the Friends on January 14 and 28. On January 30, Jo Pendleton spoke about library services to the residents of the Wesleyan Retirement Home. DONATIONS • Joseph Burke donated $500 to the library through Dell Corporation's United Way campaign. • An anonymous employee of NCS Pearson, Inc. donated $231 through the United Way. • The San Gabriel Woman's Club donated $400 for books of interest to women. VOLUNTEERS • Arlene Schinke and Jo Pendleton met with a group of about 15 volunteers on January 23 to discuss work processes and concerns that the volunteers might have about their jobs. The meeting was highly productive, with the volunteers giving lots of ideas about how the work they do could be even more efficient and useful than it already is. 0 GEORGETOWN PUBLIC LIBRARY Comparative Fiscal Year Statistics 2001 2002 Oct Nov Dec Jan Annual Total Patron Visits Current Year 17185 15144 11835 17094 61258 2000-2001 18889 13893 11335 11218 183296 (See notes below 1999-2000 14497 12930 12008 14339 184425 regarding traffic counts) 1998-99 23409 21022 10339 13810 194640 Circulation 2001 2002 Current Year 27339 22579 19706 27439 97063 2000-2001 23448 21099 20707 27275 322238 1999-2000 20744 21590 17143 21016 276453 1998-99 20533 16866 14233 17906 240419 FY 2001 2002 Statistics Children's Programs Annual Total Attendance 610 430 436 529 2005 Programs 2 1 2 0 5 Story Time 12 8 5 13 38 Other (Tour, Movies, Crafts) 0 1 0 7 8 Home School Groups 3 2 0 0 5 After School Programs 0 0 0 0 0 Other Services ILL Ordered 34 21 29 59 143 ILL filled 38 24 29 38 129 Lg Print Circuit 150 150 150 150 600 Sun City 79 73 72 65 289 Volunteer Hours Adult 204.50 146.00 132.25 228.25 711.00 Teen 26.50 30,00 13.50 36.50 106.50 Community Service 60.50 22.76 18.50 59.75 161.50 Total 291.50 198.75 164.25 324.50 979.00 Registrations City Residents -new 102 104 102 121 429 GISD lids' Cards 17 9 67 5 98 Non -residents -new 25 12 19 45 101 Non -residents -renew 54 36 45 70 205 Total 198 161 233 241 833 Cash Receipts Fines, room rentals 2788.00 2282.00 2228.11 2676.88 9974.99 Non-resident fees 2090.00 1175.00 1345.00 2655,00 7265.00 Donations 382.23 451.40 470.18 533.96 1837.77 Gifts/Memorials 20.00 675.00 3335.00 1281.25 5311.25 Material Donations to Other Agencies Books 0 0 0 0 0 Magazines 25 33 0 118 176 Library Collection Changes Titles Added 786 599 593 n/a 1978 Copies Added 1199 685 893 n/a 2777 Copies Discarded 371 157 409 432 1369 Notes: 0 Indicates month in which counting system changeover took place and accurate count was not available. Italicized numbers indicate months in which counters in children's room were turned off during programs. Boldface numbers in patron visits do not accurately reflect traffic during those months. . GEORGETOWN PUBLIC LIBRARY DONATIONS -- JANUARY 2002 San Gabriel Woman's Club $400 for books of interest to women Berry Creek Book Club $80 in memory of Mary Montgomery Elizabeth Davidson and Friends 17 bin books in honor of Elizabeth's 5th birthday Joseph Burke (Dell Corporation) $500 Anonymous donor (NCS Pearson, Inc.) $231.25 Marietta Mugford Music CD, Sogno by Andrea Bocelli Billie Ruth Parker $25 in memory of Marion Bellero Georgia Copeland $25 in memory of Marion Bellero Viking Fest, Inc. 4 books about the Vikings Judy Parks Wreck the Halls, by Sarah Graves Nancy Mickler $20 in memory of Marion Bellero Central Texas Ubrary System Diggy Dan, A Room -Cleaning Adventure, by Daniel and David Kamish City Georoelown * -Tek;ls Georgetown Public Library • DRAFT Mission Statement The Mission of the Georgetown Public Library is to enhance the quality of life of all members of the community by providing open and equal access to information, by creating opportunities for life long learning, and by encouraging a love of reading. • . Goal I. Improve access to the information and collections of the Library for all citizens of Georgetown. Objective 1: Provide adequate staff to maintain the library during all library hours. ♦ Action Steps a. The number of hours open to the public annually should be 200 or less for each Full-time Equivalent (FTE ) 1 b. The number of hours open to the public annually should be 500 or less for each staff members with a Master's degree in Library Science (MLS)2 c. Increase staff to equal the median FTE as determined by the Public Library Data Service (PLDS)3 Objective 2: Extend Library hours to meet customer expectations. ♦ Action Step a. Add a minimum of 4 public service hours on Sunday b. Open a minimum of 55 hours per week Objective 3: Increase outreach efforts to citizens with limited mobility and access to transportation. t Action Steps a. Identify and contact day care providers to set up visits b. Establish liaison with activity directors of nursing homes and hospitals c. Expand book talks and storytelling to area schools, recreation centers and other institutions d. Expand book program for homebound patrons 1 Current hours open to public = 53; Current FTE = 15; (53 hours per week X 52 weeks per year divided by 15 FTE=183.73) 2 Current hours open to public = 53; Current number of staff members with MLS degree = 5; (53 hours per week X 52 weeks per year divided by 5 = 551.2) 3 Note: PLDS 2000 reports that the median staff (FTE) for a library in our population category equaled 23. Currently the Library has 15 FTE. • Objective 4: Provide reference service during all public hours. ♦ Action Steps a. Determine staffing schedules and hire staff b. As hours increase, hire staff Objective 5: Provide children's librarian in the children's area during all open hours. ♦ Action Steps a. Hire staff for children's section b. As hours increase, hire staff Objective 6: Provide adequate and safe Library facilities for Georgetown residents. ♦ Action Steps a. Construct an expansion or new facility consisting of a minimum of 40,000 square feee b. Continually evaluate and attempt to meet all American's with Disabilities Act (ADA) standards c. Create a quiet reading area for public use d. Provide safe and comfortable furniture Objective 7: Enhance access to library collections through effective marketing strategies. ♦ Action Steps a. Organize a method for patrons to be able to recommend books to other patrons b. Promote readers advisory through displays of books and booklists recommended by patrons c. Offer book talks or book reviews d. Provide more display shelving for face out display of books ° Hidell & Associates Architects in their April 10, 2001 report to the Georgetown City Council determined minimum square footage for an expansion or new facility. .7 • Objective 8: Develop an aggressive publicity program designed to increase the frequency with which Georgetown citizens hear about the Library. ♦ Action Steps a. Design promotional information guides for distribution to the public b. Distribute information about the Library through the Internet, local community networks, and media outlets c. Increase public knowledge about Library programs and services by publishing articles in the Williamson County Sun d. Distribute newsletter, calendar of events, and newspaper articles to patrons via email e. Package annual reports attractively for the public f. Have proactive community involvement with staff membership in community organizations, events, and leadership 3 0 Goal II. Develop a popular materials collection that satisfies customer demand. Objective 1: Decrease patron wait time for materials. * Action Steps a. Purchase multiple copies of titles in heavy demand b. Streamline acquisitions process c. Purchase all books which appear on the New York Times bestseller list d. Encourage donations of bestsellers and recently released materials e. Encourage patrons to request materials for purchase Objective 2: Maintain a collection that meets national and state standards. ♦ Action Steps a. Maintain a materials budget that equals or exceeds the median per capita expenditure determined by the Public Library Data Service (PLDS)5 b. Set up materials acquisitions plan to target spending in areas identified as roles for the Library c. Estabish a collection of 4 items per capita6 d. Exceed circulation of 8 items per capital e. Maintain a collection in which 25% of the collection is less than 5 years old f. Weed the entire collection on an annual basis Objective 3: Increase non-traditional library materials ♦ Action Steps a. Add Books on Tape, Books on Compact Disc b. Add Music Compact Discs c. Add Videos d. Add Digital Video Discs 5 Note. PLDS 2000 reported the median expenditure for library materials for a library in our population category equaled $4.52 per capita. Currently the Library has a budget of $3.15 per capita, but expenditures exceed this figure due to monetary donations and grants. 6 Currently, the Library has 2.5 items per capita. 7 Note: PLDS 2000 reported that the median annual circulation per capita for a library in our population category equaled 8.3. Currently the Library has circulation of 11 items circulation per capita. 4 • Goal III. Provide high quality Library services that meet the lifelong learning needs of Georgetown's citizens. Objective 1: Provide access to the Library's catalog, the Internet, and other appropriate on-line electronic resources. Action Steps a. Upgrade automated catalog from Dynix to Horizon b. Provide remote access to library catalog c. Maintain an Internet website d. Provide training program for staff and Library volunteers e. Provide laptop computers for wireless Internet access f. Train public to use technology effectively within the Library g. Develop publicity campaign to inform community of newly added resources h. Develop technology plan which will keep the library abreast of technology change and update plan annually Objective 2: Redesign the reference collection to support independent learners. Action Steps a. Identify content areas most utilized or requested by patrons b. Prepare acquisitions plan for securing those identified needs of patrons c. Continually identify and evaluate materials that support activities of the life long learner d. Collect and maintain genealogy and local history materials that enhance users' knowledge and understanding of the community Objective 3. Develop programming to meet the needs and interests of adults. ♦ Action Steps a. Survey adult users to identify the interests and needs that are appropriate for Library -based programs every 3 years b. Identify local resources that would answer the needs of adults in the community c. Seek co-sponsors from other community groups for Library -based programs d. Contact continuing education agencies annually in order to improve public library service for adult students e. Offer English as a second language classes f. Provide space and opportunities for tutoring g. Provide computer classes 0 Objective 4: Develop programming to meet the needs and interests of young adults. • ♦ Action Steps a. Hire Young Adult Librarian to coordinate a young adult program b. Survey young adults to identify the interests and needs that are appropriate for Library -based programs c. Seek co-sponsors from other community groups for Library -based programs targeted at young adults M • Goal IV. Develop a professional working environment that fosters continuous improvement, teamwork, and creativity. Objective 1: Establish minimum educational and continuing education requirements for Library Director. ♦ Action Stets a. Require a graduate degree in Library Science from a university accredited by the American Library Association and S years library administrative experience b. Complete a minimum of 20 hours of continuing education courses per year or 3 hours of college credit per year. Objective 2: Develop appropriate in-service training program for all staff. ♦ Action Steps a. Identify staff training needs and customize training plan for each staff member annually b. Train all staff in customer service, teamwork, and communications skills c. Provide coordinated training for new hires d. Conduct weekly staff meetings e. Conduct monthly safety training Objective 3: Support staff attendance at conferences, seminars, and continuing education events. ♦ Action Steps a. Identify continuing education opportunities that match employees' training plans and send staff to appropriate events b. Provide annual financial support for both institutional and personal memberships in professional organizations c. Provide financial support for staff participation in professional organizations Objective 4: Provide task specific equipment, tools, and work areas for each staff member ♦ Action Step a. Modify current work areas to provide adequate office space • 7 • Objective 5: Develop an effective volunteer program ♦ Action Steps a. Add volunteer coordinator to plan for and train volunteers b. Identify jobs for volunteers and develop work plans with staff c. Recruit, train, schedule and evaluate volunteers d. Identify community groups and organizations that wish to establish formal volunteer partnerships with the Library 0 9 Goal V. Improve Collaboration and Cooperation Among Library Advocates and the Community. Objective 1: Support collaborative efforts between the Library Advisory Board, the Georgetown Library Foundation and the Friends of the Georgetown Public Library. ♦ Action Steps a. Clarify the roles and responsibilities of the Georgetown Library Foundation and the Friends of the Georgetown Public Library in regards to fundraising efforts b. Facilitate an annual meeting between the Library Advisory Board, the Georgetown Library Foundation, Friends of the Georgetown Public Library and Library staff Objective 2: Initiate new partnerships with nonprofit agencies, corporate entities, governmental agencies, schools, community organizations, and citizens. ♦ Action Steps a. Establish relationships with other area libraries to share information and pool resources b. Establish contact with area business, industries, non-profit and governmental agencies as potential partners for Library programs 19 c. Improve communications with local schools to coordinate resources and collaborate on projects Objective 3: Seek and/or expand funding base for support of Library services. ♦ Action Steps a. Establish user fees for non-residents based on actual cost of service b. Establish parity in user fees with those of other public libraries 0 • Goal VI. Improve the effectiveness, productivity, and knowledge of Library Advisory Board members to allow members to make informed recommendations to the Georgetown City Council. Objective 1: To improve the Library Advisory Board members' knowledge of library issues. ♦ Action Steps a. Meetings will be held on a monthly basis b. A formal set of bylaws will be maintained c. Members will be provided a handbook and will go through an orientation d. At least one member will attend a continuing education workshop and a Central Texas Library System annually e. An annual meeting will be held with the City Council to discuss library issues Objective 2: To create an effective advocacy program for the Library Advisory Board. ♦ Action Steps a. Create and nurture relations with all elected officials on all levels: local, state, and federal is b. Host more than one event to which elected officials are invited c. Be informed of Texas Library Association and American Library Association legislative issues whenever possible d. At least one member attends Texas Library Association Legislative Day 1N