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Home My WebLink AboutMinutes_LAB_06.24.2002Georgetown Public Library Advisory Board Meeting Minutes June 24, 2002 In Attendance: Judy Parks, Jerry Sensabaugh, Gerald Carson; Judy Griffith, Dorothy Hagen, Erna Fielder, Zora Evans, Jackie Cuozzo, and Eric Lashley, Library Director. The meeting was called to order at 4:45 PM. Approve Minutes: The minutes from the last Advisory Board meeting were reviewed. Jerry Sensabaugh moved and Dorothy Hagen seconded a motion for the minutes to the last meeting to be approved. The minutes were approved. unanimously. Director's Report: The children's summer reading program is going on, with three to four special activities per week. This year the time frame for the summer program is condensed, therefore there is more going on each day than in previous years. Space and parking continue to be problems. Staff member Sarah Samson has given book reviews at Park Place Retirement Home. Georgetown Plus met at the library on May 21 and took a tour of the library facility. Imane Khourichfa is a summer intern from France doing her intern work at the library. She will be working for 10 weeks this summer. The new automated catalog is up, but there are still problems viith the speed of access. The staff is working hard to learn the new system. Construction has begun on the roof repair It will take about 45 days to complete. There was some rain damage during the process, but the construction company will pay to repair the damage. Presentation of Genealogy Materials: Zora Evans presented to the library a collection of obituaries for the past year from the local paper. They have been organized and bound into a book for the genealogy collection and contain all the obituanes for the last several years. This will be an important resource for the reference librarian. The collection has been indexed and cataloged and is ready to put into the genealogy section. Discussion of Long -Range Plan and Workshop with the City Council: The Advisory Board was encouraged about the council's willingness to consider including the Library Long -Range Plan in the City Charter revisions and in the City Century Plan. They seem to be willing to consider a new bond issue. We should look at cost figures for the library expansion only, without the roadwork, site work land acquisition, etc. This would give everyone a clearer picture of the cost involved in the library expansion. Jerry Sensabaugh moved and Jerry Carson seconded that the library prepare a one -page cost estimate of the library expansion, using the existing proposal, and separating costs into categories of library facility needs vs. other costs as outlined above. The motion passed unanimously. Scheduled Summer Recess: As per last month's Advisory Board meeting, we will meet on July 8 and recess in August and September. On the agenda for July 8 will be the one -page cost breakdown of the library expansion. At that time we will also discuss a possible retreat date. The retreat will probably be on a Saturday in October and will include the Advisory Board, Library Foundation, Library Staff, and the City Council. There being no further business, Jerry Sensabaugh moved and Jackie Cuozzo seconded a motion to dismiss the meeting at 5:05 PM. The motion passed unanimously. (Minutes as approved 7/8/2002) • L10:**j all 4• • Comparative Fiscal Year Statistics Jan Feb Mar Apr May Annual Total Patron Visits Current Year 17094 1 372 19215 17914 18585 135344 2000-2001 11218 0 16661 19607 20221 183296 (see notes betow 1999-2000 14339 14552 20329 15096 13257 184425 regardngtaficcards) 1998-99 13810 14548 17028 14679 17414 194640 Circulation Current Year 27439 25832 28824 28495 29186 209400 2000-2001 27275 26080 30148 24711 29318 322238 1999-2000 21016 22393 23936 20583 22402 276453 1998-99 17906 18312 21290 20033 18492 240419 FY 2001-2002 Statistics Children's Programs Annual Total Attendance 529 582 833 506 1073 4999 Programs 0 4 5 0 1 15 Story Time 13 5 9 11 8 71 Ottw (Tar, Movies, Crafts) 7 0 0 2 2 12 Home School Groups 0 0 0 0 0 5 After $&4d ft"rns 0 0 0 0 0 0 Other Services ILL Ordered 59 61 62 35 59 360 ILL filled 38 57 54 29 36 305 Lg Print Circuit 150 150 150 150 150 1200 Sun City 65 62 63 65 63 542 `Volunteer Flours Adult 228.25 183.50 191.25 213.75 204.75 1504.25 Teen 36.50 26.00 43.25 72.75 56.75 305.25 Community Service 59.75 45.00 32.00 31.50 50.00 320.00 Total 324.50 254.50 266.50 318.00 311.50 2129.50 Registrations City Residents -crew 121 97 102 141 113 882 GISD Kids' Cards 5 11 16 6 13 144 Non -residents -new 45 22 51 31 35 240 Non -residents -renew 70 57 78 51 80 471 Total 241 187 247 229 241 1737 Cash Receipts Fines, room rentals 2676.88 2656.34 2542.39 2576,81 2923.55 20674.08 Nan -resident fees 2655.00 1725.00 2488.00 1975.00 2765.00 16218.00 Donations 533.96 536.14 654.73 713.07 729.45 4471.16 GOWMemodals 1281.25 2545.00 572.65 5260.89 1571.03 15260.82 Material Donations to Other Agencies Books 0 0 0 21 0 21 Magazines 118 0 0 85 0 261 Library Collection Changes Titles Added 797 729 654 295 521 4974 Copies Added 960 733 674 351 796 6291 Copies Discarded 432 304 33 69 466 2241 Notes: 0 indicates month In which counting system changeover took place and accurate count was not available. Italictred numbers ircicate mon@ts In which counters In Gtilrgen`s room were turned oft during prngems. Boldface numbers in patron visits do not accurately reflect traffic during those months. n r -"ng Feb library was closed two days for training, which towered statistics. DIRECTOR'S MONTHLY REPORT GEORGETOWN PUBLIC LIBRARY May 2002 HIGHLIGHTS • The kickoff for the summer reading program took place at Chatauqua Park on May 29. Joe McDermott provided musical entertainment, ponies and a train were available for tides, and the children got to practice their roping skills. The Friends of the Library sponsored this event. Registration for the summer program continues through June, with many special events scheduled for June and July. • Imane Khourichfa, a student at a French university who is pursuing a course in international business, asked to do a two -month unpaid internship with the library during the summer. She began working 40- hour weeks in mid -May. She will be involved in the administrative, technical, and public service aspects of operating the library. STAFF ACTIVITIES • Eric Lashley attended the meeting of Georgetown Plus on May 21. The group met at the library and a few people took tours of the library after the meeting. • Sarah Samson, the reference librarian, gave a book talk at Park Place Assisted Living on May 24. She presented books about LBJ. • Rosa Garcia, children's services coordinator, gave a library tour to a group of first graders on May I cOl. • Rosa and Jo Pendleton, public services librarian, kept the library's Business Link student, Rachel Smith, busy when she spent a day at the library on May 8'' VOLUNTEERS • Sarah and Sadaf Rafique, Chris Gilliam, Hannah and Nathan Moore, Greg Harrison, and Kelly Dupen, teen volunteers, helped Rosa decorate the children's room for the summer reading program and helped at the kickoff party. L • Don and Judy Parks David and Jean Ehnebuske Caryl Sherman -Gonzalez George and Marilyn Geisen Ann and John Ball Thora Carlisle and Olivia Ray Douglas M. Elliott . • • �r L AT • •r .11 0 • Marlene Watts A. G. Speight Friends of the Georgetown Library Jim & Carolyn Fagg • $50 in memory of Virginia English $200 for summer reading program $100 in memory of Bonnye Norwood Sherman $25 in memory of Valentine S. Ullrich Used Selectric typewriter The Complete Dachshund, in memory of the mother of Mary and Bic Wood C&O Power, The Mighty Eighth, The Eighth in Color, and Spire donated in memory of Hope & Leroy Elliott $200 to be used for assisted memberships $500, use undesignated $50 in memory of Judge Robert F.B. "Skip" Morse $100 in honor of Pat Adkins & Linda Dean, for children's books Introduction Purpose The purpose of the Georgetown Public Library's Lang -Range plan is to clearly define the library's priorities and service areas for the next five years. Background The library's first long-range plan was adopted January 1993 and. revised April 1996. Neither of these long-range plans was an amendment to the Cites Century Plan. It is the desire of the Library Advisory Board and the library staff to have this plan become a part of the Century Plan, Planning History This long-range plan was developed using input from current and former members of the Library Advisory Board, library staff members, and citizen focus groups (llidell & Associates Architects Apra 001 The plan also uses public library standards adopted by the Texas Library Association (TLA;and comparative statistics compiled annually by the Public Library Association (PLA) as targets. The plan is divided into six major goals with objectives and action steps. The objectives and action steps are color -coded. Text that appears in blac indicates it is possible to achieve these objectives and action steps without additional , funding, or space. i r w,a i r 7't,z t rext thal appears in red indiattes that it is wily possible tc# achieve titers ojectives and action steps with new or cxpandedfacility, The needs assessmentcompleted oy Hidell & Asstxiates 1 mbite ts (in 2001) I'MOVIlMe ded wiaddillonal °t.ttt t tt t test of libran, space to serve a p ct e ted popul tttcrtt of 60.900 i ffie year 2020 Each goal has a time -Brie that indicates when the library would life to accomplish the objectives and action steps. The time -line also indicates the order in which objectives and action steps must be taken. 1 Goal I. Improve access to the information and collections of the library for all citizens of Georgetown. 01")Jective I : Insure Staffis adeqtwate to prcwide basic service whenever the library is Jon. SIMt ta. I ncrease Staff 0 ef'.jual flat naediate FT gar ieterrahied b� the public .;aba.an, Data Scnicc Obiecfivc� 1 Extend library hours b.") rneet CLIStomer expectations, Objective 3 Increase outreach efforts to citizens with limited mobility and access to transportation. Action Steps a. Identify and contact day care providers to set hp 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 & Expand book program for homebound customers a. l` ocmnine slaffinle, scliedaal r Esc acre staff . sa° oat r. si,,, j. s a€ a€ 'w ,:aca,,,e Note: PLIES 2001 reports that the median staff TM) for a library in our population category equaled 25, Currently the Library has 15 F1'E: g rY 2 clfion w Objective : ;Enhance access to library collections through effective marketing strategies. Action Steps a. Organize a method for customers to be able to recommend books to other customers 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 {objective 7: 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 ablaut library programs and services by publishing articles in the Williamson County Sure d. Distribute newsletter, calendar of events, and newspaper articles to patrons via eniail e. Package annual reports attractively for the public f. Involve staff proactively in community organizations, events, and leadership 3 oal I: Improve access to information and Librarycollections 2002 2003 - 2004 2005 2006 2007 2008 1st 2nd 3rd 4yth$, 1st 2nd 3rd 4th 1st 2nd 3rd 4th 1st 2nd 3rd 4th 1st 2nd 3rd 4th 1st 2nd 3rd 4th Objective Obt�I i r 'Y�l?$4. ;.. j , :. }; `w",".' 7. F"xx 3 'Y fd „t" <E° k h> ,4 .s �} s ?s•, . ." a.t4rrY S M� ,Y 5" Vl. •, Staffing Objective 2 ��•, { „ r , x`; ;� g Extending Hours Objective Outreach V. Objective 4 y�k �.r y,�'J..,`.. 4`�#',;.x�',,�� i��, "{�rt �, �'w3'��V?yN��d��}��tuud.�,?„`,y�'�?�s7 €'4.,,. r�� g� �: 1�'d. tu;{� � H•. ?��, `9"5 .Y. ry}a�;;}„.�z�y'* r§'4 � i;4 Extending Reference Service r`tdx,:d .4. 3�, �.5�„�.�s,'��;ir.3:i��'•••*k'��m��v'.Y�t`X�i1�t1.,,. xv�;5�',�vYYPT}i.. ,,>� is .n xMfrs•.'st�'tir��YuY#�:�,��'�'��r�5� Objective bjectxve 5 iC. to d ��.. r,.a,.,4%' e v ,s�', ,,t,r„\��, va 'a a'P• u�' "t d'�j; � '�,"V F��Sv ,{�3'$�� 4 ;�, ry �r��,� �,,� 'yl }��,ili �y 4XA( •s�y'� �� v�, �>„tF.. 4,'ne,i�,"'c4�,ti�itt}...Q�v�f,\^��4 li:��4��y14 �1,�'k�.nt'r4�v�ftu,>:,,��/:rY��'?:�,VY4��3+I�tC�J y��.i xv � hildren's Librarian x'rc, x�54��"':4�n ,��;4a� Objective 6 Enhance Access Objective 7 Increase Awareness Goal 11. 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 press c. Purchase all books that appear on the Newyork 'Times bestseller list & Encourage donations of bestsellers and recently released materials e. Encourage customers to request materials for purchase Objective 2: maintain a collection that meets state and national standards. Action steps Ndhi<11,ain tm �Ilatd.rlad ° b#.#; gel f l',m " t'tm#3!, or c\cceds tfle ii#€ dull per t a flzi,t <,N"#imdji# rc (tcmr-inimica tyy mtmc Public t)r:mmt_t tmmmm Sev, ice {P[,DSf, b. Setup materials acquisitions plan to target spending in areas identified as roles for the Library c= Estabttstm a c llectiort., of 4 items per, Tttd' d. Exceed circulation of 8 items per capita' e: Maintain a collection in which 2 %cif the collection is less than 5 years old T Weed the entire collection on an actual basis tb ctive �: increase non-traditional fib air matefials A i tL$l s a, Add books ort lape. bool-s on compact disc b Add music commmtmsct discs & Add digital video discs Note: PLDS 2001 reported the median: expenditure for library materials for a library in our population category equaled $5.71 per capita:.. Currently the library has a budget of $3.15 per capita, but expenditures exceed this figure clue to monetary donations and grants. 6 Currently, the Library has 2.5 items per capita: The library would need an expansion to house a collection of 4 items per capita. ' Note: PLIES 2001 reported thatthe median annual circulation per capita for a library in our population category equaled 8.4. Currently the library has circulation of 11 items circulation per capita. 5 Goal ll: Develop popular materiels collection Goal 111. Provide high quality library services that meet the lifelong learning needs ofGeorgetown's citizens. Objective 1: Provide and improve access to the library's catalog, the Internet, and other appropriate can -line electronic resources. ♦ Action Steps a. Increase remote access to library catalog Improve the library's Internet wvebsit c: Provide training program for;.staff and library volunteers d. Provide laptop computers for wireless Internet access c: Train public to use technology effectively within the library f. Develop publicity campaign to inform community of newly added resources & Develop technology plan which will keep the library abreast of technology change and update plat annually Objective : Redesign the reference and non-fiction collection to support independent learners: o Action Steps a. Idemi4 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. Colfccl and aaaaa aataain gcncalogy and local history aaaaat riaals that enhaanec users` ca owl dgv and a. aaader'staaaading of the conirnwjiq Objective 3: Develop programming to meet the needs and interests of adults. t Action Steps a. Every 3 years survey adult users to identify the interests and needs that are appropriate for library - based programs b. Identify local resources that would answer the needs of adults in the community . Seck co-aaiaaaaasors froin tadwr coninn.inity groups for Iftiry-based programs d, td onsaa t confintiing education 4ag nc les aaaaaaaaa yin order to huprove public i%aaaaa servio,,w for ;adult Students c, Offer :aa a is as <a second langua c c asses Provide space ,and opportunities for tutoring fit, ro,,,,i c coniputer classes �j bJect ve 4� elop programming to east the needs and interests of young adults, r. d,:us er young, adults to idenfi y the interests an tw Mks that are appropriate for Library -based Programs . Fdd e 'Y,'oung Adult :Ld ranan to rd velop a dIoung adult prograin c, Create a space specifically designed foryoung a dr.rdts _ t s r ddsdr a young adult collection of 4 d€ears per�yorrrrtt adult e, Seek co-s onsors from offier oonwi ntlNgroups or fib ry- ase d progranis targeted at young adults Objective 5; Develop programming to meet the needs and interests of children. Action Steps a. Provide storytimes for Spanish speaking children and children with learning disabilities b. Provide special programs during school holidays c. Provide listeningstations for children to enjoy music and Crooks in an audio fordat t r Establish a chil dren's co ectdon off ire<rrrs Per child, I: Parr-O do adequate space, for special cdrdldi-e s events such as the srdrr ilea reading program and other educational and cultural events Objective rtiv6-1 Provide adequate sae Bor library Customers to meet and share tt t tatitt and ideas. Action s a, Provide harge mecting moor, for civic and crymirtunity organizations to srreret dr. Provide large niecung room to druid lecturcs. concerts. recitals, public blic forums, book clubs, and culti,iral and educational events c. Provide small roeefing rrrwns forgroup study or snoill race rags d, Provide space for public displays of a s r t,4 crafts 8 Goal 111.1-tfelong learning 2002 2003 2004 2005 2006 2007 2008 Objectives 1 a 1st 2nd 3rd 4th 1st 2nd 3rd 4th 1st 2nd 3rd 4th 1st 2nd 3rd 4th 1st 2nd 3rd 4th 1st 2nd 3rd 4th Access to technology Objective 1 h Technical support staff Objectives 2 a - c Reference collection Objective 2 d Genealogy Objectives 3 ayb Adult Services Objectives 3 -r Enhanced Adult Services Objective 4 Yung Adult Services Objectives 5 a- hildren's Programing Objective bjeViive d Extended stcrytimes Objectives) e-f Special Needs Objective 6 Adequate Space Goal IV. Develop professional working environment that fosters continuous improvement, teamwork, and creativity. Objective 1: Establish continuing education requirements for Library Director. Action Steps a. require completion of a minimum of 20 hours of continuing education courses per year or 3 hours of college credit per year: Objective : 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 standardized training for new hires d. Conduct weekly staff meetings e. Conduct monthly safety training Objective : Support staff attendance at conferences, seminars, and continuing education events. + Action Stets 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 Stets a. Deep tap with current technology by developing a replacement schedule for all computer and technical equipment %, ModiA,, curreni:work- areas to provideadcqualc spice for each staff Tn inb r' 10 0 Goal V. Improve collaboration and cooperation among library advocates and the community. Objective 1: Support collaborative efforts among the Library Advisory Board, the Georgetown Library Foundation and the Friends of the Georgetown Public Library. + Action Stgps a. Clarify the roles and responsibilities of the Georgetown Library Foundation and the Friends of the Georgetown Public Library in regards to fundraising cfforts b. Facilitate an annual meeting for 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 Stets a. Establish relationships with other area libraries to share information and pool resources b. Establish contact with area businesses, industries, non-profit and governmental agencies as potential partners for library program 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 Stets 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 • 13 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: Improve the Library Advisory Board members' knowledge of library issues. ♦ Action Steps a. Hold meetings on a monthly basis b. Maintain a formal set of bylaws C. Provide an orientation for all new board members d. At least one member to attend a continuing education workshop and a Central Texas Library System annually e. Hold an annual meeting with the City Council to discuss library issues Objective 2: To create an effective advocacy program for the Library Advisory Board. ♦ Action Steps a. Cultivate and nurture relations with all elected officials on all levels: local, state, and federal b. Host more than one event to which elected officials are invited c. Share information about Texas Library Association and American Library Association legislative issues whenever possible d. Insure that at least one member attends Texas Library Association Legislative Day 15 CITY Qi rgtown Ms. Judy Parks 605 E. 14th St Georgetown, TX 78626 Bear Judy, This letter is to inform you of a change in Council policy concerning communication with the Council -appointed Boards and Commissions. Although we definitely enjoy meeting with each of you and discussing the recent activities of your board, we realize that everyone's time is valuable, and would like to suggest that the Council meet with the Library Board, on an `gas needed" basis, rather than on a previously -scheduled basis. Therefore, our meeting schedule for joint workshops with the boards has been eliminated. Joint workshops will be scheduled whenever the need arises. As Chair of the Library Board, do not hesitate to contact rye if you feel a workshop is needed. The Council, will as well, call for joint workshops as they see the need. Also, in regards to the previously -scheduled quarterly board reports at the Council Meetings, we would like to suggest that you provide us with the minutes of your board meetings, so that we can be informed of your activities on a regular basis, and if the need arises, we welcome a special report from you regarding your board. Thank you for your cooperation. Sincerely, Aryon Mayor -GN/ l CITY HALL; 609 MAIN STREET POST OFFICE BOX 409 * GEORGETOWN, TEXAS i8627-0409 * 512/930-3652 * FAX: 51 2/930.3659