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HomeMy WebLinkAboutMinutes_LAB_06.11.2001Page 1 of 2 Georgetown Public Library Advisory Board Meeting Minutes June 11, 2001 The meeting was called to order at 6:30 p.m. by Judy Parks, Chairperson. In Attendance: Board members present were: Judy Parks Zora Evans, Dorothy Hagen, Don Willhouse, Carol Parsonage Claire Vogler, Ema Fielder, and Sam Arant. Georgene Richaud was absent. Eric Lashley, Library Director, was also present. Approve Minutes: The minutes from the May 14, 2001 meeting were discussed and approved as amended. Zora Evans moved and Don Willhouse seconded the approval of the minutes. The minutes were approved unanimously. Director's Report: Eric Lashley summarized the "Director's Monthly Report" handouts. Eric noted that circulation continues at a 17% increase over last year s circulation number. Eric reported that Andrea Christman began working as a cataloguing intern on May 29th Eric also stated that 1000 tickets to the summer reading kickoff concert by Joe Scruggs have been requested by the public, necessitating a second program by Mr. Scruggs. Eric also reported that City Council has approved a contract with Brinkley -Sargent for a feasibility and cost study for the proposed library addition. A possible bond election could occur in November 2001 Eric also stated that the library has applied for a Telecommunication Infrastructure Funding (TIF) grant to link computers in libraries, schools, etc. Eric also reported on a number of donations made to the library recently (see Director's Report). Eric also stated that the Library Advisory Board will make a presentation to the City Council scheduled for September 11`t` at 7:00 p.m. in the City Council meeting room. CTLS Lay Representative: Judy Parks reported that the City Council approved Judy as the C'1'LS lay representative. Report of June 11 Workshop with City Council: Zora Evans, Ema Fielder, Dorothy Hagen, Judy Parks, and Eric Lashley reported on the items discussed with City Council at the workshop held June 11t'. The items discussed were: • • Review of the library's past year Security at the library Possible bond election in November 2001 Central libranes versus branch libraries discussion Major needs of the library Funding sources for the library Debt collection (i.e. fines) procedure Page 2 of 2 Discussion about Material to Present to City Council on June 12, 2001: The Library Advisory Board agreed that the following items would be presented by Judy Parks, Chairperson, to the City Council: • Review of the needs assessment done by Hidell Associates • The hiring of a new Library Director and other new library staff • Library Advisory Board status report (i.e. new members, goals, etc.) • Library Long Range Plan status report Carol Parsonage made a motion, that Don Willhouse seconded, that Judy Park s notes of the June 12, 2001 meeting with City Council be included in Library Advisory Board minutes of September 10, 2001. The motion was approved unanimously. Library Advisory Board Next Meeting Date: Dorothy Hagen made a motion that the next Library Advisory Board meeting be held September 10, 2001 at 6:30 p.m. Claire Vogler seconded the motion. The motion was approved with a unanimous vote. Claire Vogler moved, and Don Willhouse seconded a motion to adjourn at 7:15 p.m. 0 MEMO TO :!•'! AND COMMISSIONS 0-, In accordance with Section 2.14 of the City Charter, which provides the authority of the City Council to establish Boards, Commissions and Committees to assist it in carrying out its duties and the City Council Policy regarding Responsibilities of City Board and Commission members, the City Council has drafted this standard by-law form for use by the City's advisory bodies in an effort to insure that consistent, orderly and fair procedures are in place to conduct the City's business. STANDARD FORM BY-LAWS ARTICLE I. NAME AND PURPOSE Section 1.1 Name. Library Advisory Board of the City of Georgetown Section 1.2 Purpose. A. The purpose of the Library Advisory Board shall be to participate in a Library Needs Assessment Study (when necessary), annually update the Long -Range Plan for the Library, and serve to promote library programs and services in the community. B. "The Board is responsible to, and shall act as an advisory body to the Council and shall perform such duties and exercise such additional powers as may be described by ordinances of the Council not inconsistent with the provisions of the Charter." Section 2.1 Number of members. The Board is to be composed of nine (9) members. my Advisory Board By-laws . of 5 Section 2.2 Eligibility. All members of the Board shall reside in the corporate City limits or extraterritorial jurisdiction of the City of Georgetown. Section 2.3 Selection of Board Commission Members. Members of the Library Advisory Board shall be appointed in accordance with the City Charter, Section 2.4 Terra. of Office. The term of office for members shall be two t2-years, with a maximum of two consecutive terms allowable. Terms will be staggered so that four t4 Beard members' terms expire in even - numbered years, and the other five t5 members' terms expire in odd - numbered years. Section 2.5 Vacancies. If for any reason a Board ember's position becomes vacant, :then the position shall be filled in accordance with the City Charter. In the event the position is not filled immediately upon the expiration of the prier term or when a vacancy occurs,the member serves in a holdover capacity until the position is filled. Section Zia. Compensation and Expenditure of Funds. Members of the Committee/Board serve without compensation. The Committee/ Board and its members have no authority to expend funds or make an obligation on behalf of the City. Upon advance approval of the Council, Members may be reimbursed for authorized expenditures. Section 2.7. City Council Policy. Members will comply with the City Council Policy regarding Responsibilities of Board Members, as approved by the City Council. Section 2.8. Ex-officio and Alternate Members. Ex-officio members are not permitted to serve as members of the Board. Alternate members may be appointed by the Council as needed and will assume the duties and responsibilities of regular members for the meeting in which the alternates are designated to serve. The Chair will be responsible for designating an alternate from the panel of alternates when needed. ARTICLE III. OFFICERS Section 3.1. Title of Officers. Chair, Vice -Chan, Secretary Library Advisory Board By-laws 'age 2 of Section 3.2. Election of Officers. The Chair of the Board is appointed by the City Council. All other officers of the Board are elected by a majority vote of the Board at its first meeting after the annual appointment process. Section 3.3. Term of Office. Officers serve for a term of one year. Vacancies in office shall be handled as follows: In the event of vacancy in the office of the Chair, the Vice -Chair shall serve as the Chair until the Council appoints a replacement. Vacancies in offices other than the Chair will be filled by election held at the next regularly scheduled meeting or as soon as practicable for the unexpired term. In the event an office is not filled immediately upon the expiration of the prior term, that officer serves in a holdover capacity until the position is filled. Section 3.4. Duties. The Chair presides at all meetings and performs all other duties pertaining to the office, including voting. The Vice -Chair in the absence of the Chair performs all duties of the Chair. The Secretary keeps records of proceedings of all meetings. Staff liaison will keep custody of all records and documents of the Board. ' ARTICLE IV. MEETINGS Section 4.1. Time and Date of Regular Meeting. The Library Advisory Board meets the second Monday of each month in the Library Meeting Room at 6:30 p.m. Section 4.2. Special Meetings. Special meetings may be called by the Chair or by 2/5t' of the Board Members. Section 4.3. Quorum. A quorum shall consist of five (5) members, and shall be required for the Board to convene a meeting as well as conduct business. No business meeting may be convened, nor business conducted without a quorum. Section 4.4. Attendance. Board Members are required to attend 75% of the Board meetings, based on excused absences, and attend 67% of the meetings considering the total absences. Excused absences shall be determined by the Board Chair. Attendance shall be reported to the Mayor in June and January • of each year and excessive absenteeism will be subject to action under Council policy. Library Advisory Board By-laws Page 3 of 5 Section 4.5. Voting. Board Members shall vote on all items, except on _ matters involving direct personal interests or matters which would create an appearance of impropriety. In these instances, the Member shall abstain. Any Board Member excused from voting for these reasons shall announce at the commencement of consideration of the matter and shall refrain from any discussion or debate on such matter. Section 4.6. Open Meetings Act. All Board meetings and deliberations shall be open to the public and shall be conducted in accordance with the provisions of the Texas Open Meetings Act, the Texas Conflict of Interest Statutes, the City of Georgetown's :Ethics Ordinance and Council Policy. Section 4.7. Conduct of Meeting. Board meetings will be conducted in accordance with Council Policy, these by-laws and Robert's Rules of Order. Section 4.8. Call to Order. Board meetings will be called to order by the Chair, or if absent, by the Vice -Chair. In the absence of both, the meeting shall be called to order by the Secretary, and a temporary Chair shall be elected to preside over the meeting. ARTICLE V. MEETING PROCEDURES AND POLICIES . Section 5.1. Agenda Items. Items may be placed on the agenda by the Chair or at the request of any Board Member. The Board Member requesting the agenda item will be responsible for the preparation of an agenda item cover sheet and for the initial presentation at the meeting. Section 5.2. Agenda .Deadline. Items to be included on the Regular agenda must be submitted to the staff liaison no later than 4 p.m. six (6) calendar days before the scheduled Board meeting. Section 5.3. Agenda Packets. Agenda packets for all regular meetings will be provided to all the Board members five days in advance of the scheduled Board meeting. These packets will contain the posted agenda, agenda item cover sheets, and written minutes of the last meeting. Section 5.4. Citizen Participation. In accordance with City Council policy, Citizens are encouraged to sign up at Board meetings to speak on any item on the agenda. Sign-up sheets will be available and should be submitted to Library Advisory Board By -taws Page 4 of 5 the Chair prior to the start of the meeting. If any written materials are to be provided to the Board, a copy shall also be provided to the staff liaison for inclusion in the minutes of the meeting. Speakers are limited to three minutes. If a citizen wishes to speak on an issue that is not posted on the agenda, they must file a written request with Judy Fabry, staff liaison, at the Georgetown Public Library no later than 4 p.m., six (6) days before the scheduled meeting. To comply with the Open Meetings Act, the written request must state the specific topic to be addressed and include sufficient information to inform the Board and the public. Section 5.5. Reports to Council. At regular intervals (at least once a year), the City Council shall meet with the Board for the purpose of establishing specific tasks for the Board to undertake, as per the language of the Charter which grants authority for the creation of this Board in its advisory role. The City Council shall, on a quarterly basis, hear reports from the Board at regularly scheduled Council meetings, to assure greatest possible success. Section 6.1. Formation. When deemed necessary by a majority of the is Board, Subcommittees may be formed to handle specific projects related to Board matters. Subcommittees comprised of non-members may only be formed with the prior consent and confirmation of the Council. Recommendations of the subcommittee may be forwarded to the City Council upon action taken by the Board approving such request. Section 6.2. Expenditure of Funds. No subcommittee has the authority to expend funds or be reimbursed for expenses on behalf of the Board without prior authorization of the City Council. Section 6.3. Open Meetings. Subcommittee meetings shall comply with the Open Meetings Act. ARTICLE VIL BY-LAW AMENDMENTS These by-laws may be amended by majority vote at any regular monthly meeting of the Board. After passage by the Board, all revisions to the By-laws must be sent to the City Council for final approval. By-law visions are not in effect until approved by the City Council. tvisory Board By-laws .i 5 DIRECTOR'S MONTHLY REPORT GEORGETOWN PUBLIC LIBRARY May 2001 HIGHLIGHTS • Work continues on separating the public access computer network from the City's computer network. • Andrea Christman began working as a cataloging intern on May 29. She's already doing a great job! • Registration for the summer reading program began on May 14. The tickets for the Joe Scruggs concert on June 1, which is the kickoff of the program, were gone before the end of the first day they were available. Another concert has been scheduled for August 1 to accommodate people who were unable to get tickets for the fast show. • At a special City Council meeting on May 31, council members approved a contact with Brinkley -Sargent for a feasibility and cost study for the proposed library addition. The contact is not to exceed $21,000. STAFF ACTIVITIES • Eric Lashley, Lee Sparks, and Judy Fabry represented the library at the Town Hall meeting on May 1. • Eric Lashley, Jo Pendleton, and Judy Fabry participated in the Caregiver's Fair at the Georgetown Hospital on May 2. The library's display highlighted the many books and audio books the library has that might be useful for care -givers. * On May 4, Eric met with representatives of Brinkley Sargent to discuss the proposed addition to the library. * Eric took part in a focus group sponsored by the Williamson County Health District on June 8. • Lee Sparks and Sally Bernier traveled to Temple on May 18 to attend a CTLS-sponsored workshop on streamlining of cataloging and book processing. * Sarah Samson attended a time management and multi -tasking seminar on May 18. * Eric, Lee, and Danielle Plumer attended a workshop on technology planning on May 31. The workshop was sponsored by CTLS and was held in our meeting room. Approximately 30 people from the CTLS region attended. VOLUNTEERS • The Assistance League of Georgetown Area helped on May 14 to pass out the tickets to the Joe Scruggs Revue. • The two special education students who have been working several hours per week for the past year finished their term this month. • Two new volunteers, Judy Marron and LaVera Fleuriet, began helping at the circulation desk by answering the library phones, calling patrons to tell them the book they reserved has come in, and putting books in order on the shelving carts. Public Services Librarian Jo Pendleton hopes to find enough volunteers to take on this work to relieve staff completely of having to answer the phones while they are working at the circulation desk. DONATIONS • The Georgetown Library Foundation donated $1000 for the summer reading program, $600 for streetlight banners to advertise the library, and $3500 for the cataloging librarian internship. 11 GEORGETOWN PUBLIC LIBRARY Comparative Fiscal Year Statistics 2001 Feb Mar Apr May Annual Total Patron Visits Current Year rvag 16661 19607 22108 91158 1999-2000 14552 20329 15096 13257 184425 1998-99 14548 17028 14679 17414 194640 1997-98 10540 10514 11259 10389 153997 Circulation 2001 Current Year 26080 30148 24711 29318 202696 1999-2000 22393 23936 20583 22402 276453 1998-99 18312 21290 20033 18492 240419 1997-98 17025 18320 17286 18299 220430 FY2000-2001 Statistics Children!s Programs Annual Total Attendance 483 779 469 624 4806 Programs 0 6 0 1 17 Story Time 13 12 15 12 90 o1her (tow. Movies, craft) 1 2 1 1 12 "Off" S0*01 Gr%4)3 1 1 0 0 10 After Sd*a Ro7wns 2 0 0 0 Other Services ILL Ordered 64 43 29 35 374 11-1-filled 41 53 28 22 278 Lg Print Circuit 150 150 150 150 1200 Sun City 67 71 64 65 Volunteer Hours Adult 117.50 164.75 187.75 180.00 1115,75 Teen 36.50 34.75 42.50 40.00 335.50 Community Service 37.00 45.00 17.00 21.50 223.25 Total 191.00 244.50 247.25 241.50 1674.50 Registrations City Residents -new 113 107 89 106 868 GISD Kids! Cards 10 12 9 13 142 Non -residents -new 25 37 22 36 207 Non -residents -renew 70 69 60 75 482 Total 218 225 180 230 1699 Cash Receipts Fines, room rentals 1957.00 2630.00 2030.00 1940,84 16237.60 Non-resident fees 1570.00 1650.00 1440.00 1895.00 11618.00 Donations 708.37 557.23 528.12 695.58 4060.12 Gifts[Memorials 15077-77 3512.95 100.00 8240.15 39877.54 Material Donations to Other Agencies Books 65 0 143 34 462 Magazines 20 30 0 83 133 Library Collection Changes Titles Added 1062 1306 368 748 6616 Copies Added 1084 n/a Na 772 5035 Copies Discarded 345 300 1967 960 4134 tt indicates month in which counting system changeover took place and accurate count was not available. Indicates a time period in which the counter on the security gate in the Children' Room was turned off. Note: Boldface numbers in "Wron visits" do not accurately reflect traffic during those months. • DONOR Jean M. Ehnebuske Marlene Wafts Friends of the Library Georgetown Library Foundation John & Betty Weaver Georgetown Library Foundation Danielle and Edward Plumer Elizabeth Hagelman • 11 DONATIONS May-01 DONATION $100 for incentive prizes for summer reading program $150 to activate GISD cards during summer $2500 ($900 for shelving and display equipment, $600 for lightpost banners, $500 for books on CD, $500 for children's programs) $600 for lightpost banners $1000 for summer reading program $150 for genealogy $3500 for cataloging internship $250 for rental of Performing Arts Center on 8/1/01 Renewal of library's membership in Texas Folklore Society