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HomeMy WebLinkAboutMinutes_LAB_04.11.2005Georgetown Public Library Advisory Board Minutes of April 11, 2005 Meeting In Attendance: Jackie Cuozzo, Jack Dixon, Judy Griffith, Judy Johnston, Ruth Anne Mallory, P.J. Moore, Linda Nix, Judy Parks and Eric Lashley. Chairperson Judy Griffith called the meeting to order at 6:00 p.m. Minutes: Jack Dixon moved and P.J. Moore seconded a motion that the minutes of the previous meeting be approved as distributed. The motion passed unanimously Director's Report: *Eric Lashley asked the acting secretary and chairperson to sign the minutes of the previous Board meeting and filed the copies. *Copies of the Public Library Board Advisory Handbook were given to new members Linda Nix and Ruth Anne Mallory. *Spring Break Annual Tea Party was a great success. Refer to pictures on the Web Site. *Statistics look very good for last month. *On March 22, the Sun City Kiwanis Club donated one thousand dollars to the Library for the summer reading program. *On March 24, Croslin and Associates, the architects working on the new library, gave a preview of the plans to the Historical Architecture Review Commission and are hoping to get final approval for the plans from HARC in May This is required because the Library is in the Histonc Overlay District. The comments were complimentary and so no problems with HARC are anticipated regarding the building or building materials. Parking is an issue but is being worked on HARC approved destruction of the water tank and metal building. A contract was bid out for the destruction of those and should be done by June. Asbestos remediation must first be done on the metal building. Utility work on the site will be done between June and August. The landscape architect suggested going underground with the utilities and that will be done so that the huge live oaks on 9th Street will not have to be cut down. The underground utilities work will be budgeted of a special city fund and will not have to come out of bond money. *On March 26 a proposal was made to Georgetown's Hentage Society for the Library to become a repository for the Society s collection of historic photos and memorabilia. The Society's membership will vote on this proposal in the next two months Council approval will then be required. The Library Board may want to make a recommendation to Council that we do accept the gift. *On April 7, the Library was closed so that staff could attend the Texas Library Association Conference in Austin. *ON April 8, T.R. Reid of the Library Foundation and Eric Lashley spoke with Dini Partners, a firm in Austin that helps conduct capital campaigns and it is hoped to line up a meeting with them for Tuesday, April 19. This firm has lent professional help in conducting capital campaigns to Southwestern University and to the Houston Public Library. *The fifty percent design documents for the new budding are due April 15. *The Book Sale is coming up May 13, 14 and 15 Judy Johnston reported that members can shop early on the 12th and there will be one extra day this year. *The drawings of the new Library's two floors were spread out and the many changes to improve certain aspects of the layout were explained. *Sponsorship guide lines for the Capital Campaign will go to City Council on April 26. The City Attorney has written it up as a Resolution. Judy Parks reported on Georgetown Reads! She reminded the Board that Dr. Alcalde will be at the Library for her presentation April 12 at 7:30 p.m. The final event tied to The Tortilla Curtain will be on May 10th at the Library. It will be a showing of Los Trabajadores/The Workers by filmmaker Heather Courtney. Ms. Courtney will be in attendance for a question and answer period following the showing of the film. There will be an evaluation form for Georgetown Reads!, and a suggestion form for the next book. CTLS will meet in May to vote on the By-laws. Judy Parks will attend and vote. Eric Lashley explained the organization of a new Art and Culture Board. An organizational meeting will be April 28th at 7:00 p.m. Jack Dixon and Linda Nix will be representatives of the Library Board. Judy Griffith read the Mission Statement to the Board and reviewed the Library Advisory Board by-laws. The Director was asked to bring a proposed addition about the patron challenge for Section 1.2A Judy Johnston is going to attend a Volunteerism Seminar on May 5th. The next meeting is scheduled for Monday May 9th at 6:30. Adjournment: Jackie Cuozzo made a motion and Jack Dixon seconded for adjournment. The motion passed. Respectfully submitted, P.J. Moore Secretary Judy Griffith, Chair l{. 1I7.( 0 HIGHLIGHTS • Activities during spring break, March 14-18, included the annual mother -daughter and -son tea party, an art day, and a talent show. The tea party, which was held away from the library for the first time —at the community center —was a great success, with approximately 100 attending. The children's room would never have accommodated that many people, nor would there have been room for the Chinese dancers who entertained so beautifully. The next day the children's room became an art studio, with paint and paper everywhere, but a good time was had by all. Ms. Rosa will use some of the day's creations for summer reading program decorations. The homegrown t ' alent show on Thursday was especially fun. Children did all kinds of things and no one was shy. There was even a 2-year-old who sang Twinkle, Twinkle Little Star into a hand- held microphone. • Eric Lashley has been doing more research about the Userful computer product, which could be used to replace the public desktop computers. He expects to have the equipment at the library during August for a trial run. • The Historic Architecture Review Commission previewed the drawings of the new library at their meeting on March 24 and had only positive comments about them. STAFF ACTIVITIES • Eric Lashley attended the meeting of the new CTLS, board of directors on March 3 and a retreat of the CTLS Long -Range Planning Committee on March 10 and 11. • Rosa Garcia and Kathleen Burnop went to Austin on March 3 for the annual summer reading program orientation program sponsored by CTLS. • Eric spoke at the Sun City Kiwanis Club meeting on March 22 and accepted a check from the club for $1000 for the summer reading program. • Eric presented a proposal to the Georgetown Heritage Society concerning the proposed donation of their photo collection to the library. GEORGETOWN PUBLIC LIBRARY Comparative Fiscal Year Statistics 2004 2005 Dec Jan Feb Mar Annual Total Patron Visits Current Year 10203' 21827 22611 26176 113260 2003-2004 17844 19841 21725 24634 257813 2002-2003 12863 17703 15865 21480 224208 2001-2002 11835 17094 18372 19215 206478 Circulation 2004 2005 Current Year 23204 29526 27764 31192 163613 2003-2004 22413 27290 26474 30608 330171 2002-2003 20787 27465 21411 26259 318820 2001-2002 19706 27439 25832 28824 330503 FY 2004 2005 Statistics Children's Programs Annual Total Attendance 567 330 630 1007 4059 Programs 2 0 1 5 14 Story Time 5 9 8 8 42 Other (tour, Movies, Crafts) 0 0 0 0 2 After School Programs 0 0 4 4 10 Other Services ILL Ordered 32 70 51 44 312 ILL filled 28 45 42 26 220 Lg Print Circuit 200 200 200 200 1200 Internet usage (persons) 3741 4037 4289 4853 24602 Reference Transactions 889 1108 992 1192 5648 Volunteer Hours Adult 244.00 356.75 348.50 363.50 2020.00 Teen 7.50 39.25 101.50 63.75 237.50 Community Service 160.60 121.25 73.00 109.00 751.25 Total Total 412.00 617.25 523.00 536.25 3008.75 Registrations City Residents -new 70 159 114 108 630 GISD Kids' Cards 0 37 6 18 .90 Non -residents -new 16 36 20 26 148 Non -residents -renew 41 65 65 64 330 Total Total 127 297 205 216 1198 Cash Receipts Fines/Misc. Revenue 2056.12 2470.53 2338.20 2535.99 13815.04 Non-resident fees 1275.00 2225.00 1790.00 1920.00 10360.00 Donations 634.23 449.53 520.60 562.04 3385.84 Gifts/Memorials 2490.00 1625.00 115.00 6785.24 18461.09 Material Donations to Other Agencies Books 150 0 0 60 475 Magazines 29 0 0 42 71 Library Collection Changes Titles Added 727 414 804 876 4285 Copies Added 949 497 948 1113 5331 Copies Discarded 588 558 596 927 3892 Donations Added 190 80 50 175 940 Notes: Underlined numbers: Feb 02, library was closed for 2 days for training- Feb 03 library was closed for 6 days for mold remediation Courtyard counter out of operation for 10 days in December. Library closed for 5 days (holidays). 0 GEORGETOWN PUBLIC LIBRARY DONATIONS -- March 2005 � ��" � Lisa Cazacu Seven books published by the Peace Corps Round Rock Questers #925 Copy of Starting to Collect Antique Porcelain, by John Sandon, in honor of Marsha Gross Georgetown Heritage Society 2 sets (4 copies each) of Georgetown Yesteryears and one copy of Sentimental Journey Friends of the Georgetown Library $681.49 for a fax machine and READ bracelets Anna Reed $25 in honor of Jerry Sensabaugh Sun City Kiwanis Club $1000 for Summer Reading Program 2005 Don & Judy Parks $25 in memory of Grady Anderson Norma I. Chavira $20 in honor of Jerry Sensabaugh Georgetown Library Foundation $5000 for computer classes (from Dell Corporation) Linda Walke Copy of Norway (travel guide) 0 Return to one of the following by April 14: e-mail: ' f eo tea rat .car Fax: 0-37 4 Mail: Judy Mabry Georgetown Public Library 8 Martin Luther King Jr. St. Es`r 1 4s Georgetown, T 78 C U w RG ETOW T Meeting on Possible Arts and Culture ward 7 p.. - Thursday, April 28, 2005 GC Building • Yes, (name of organization) will send a representative to the meeting about establishing a City of Georgetown Arts and Culture Board. • Our organization's mission statement is: • We annually fund our organization by: (e.g., bake sales, membership dues, grants • If you use grants for funding, what type are they? (governmental, private foundations, corporate, etc.) Ol Rank the following priorities 1 to 7, with 1 being the most important to your organization, 7 being least important. You may replace one of the given priorities with one of your own that you have written in. You still should have only 7 priorities. .Act as a long-range coordinating and information -sharing body for arts and cultural activities in Georgetown R Commission works of art, subject to City Council approval, for City facilities l Encourage events that will be joint efforts by several arts/cultural organizations Cl Establish and maintain a process for soliciting and reviewing requests from arts and cultural organizations for grants from the City Council l Identify grant opportunities from the Texas Commission on the Arts (TCA) and facilitate grant proposals that would benefit Georgetown El Recommend to the City Council ways to finance art for City facilities ❑ Seek grants for the arts from corporations and. foundations 0 ARTICLE I. NAME AND PURPOSE Section 1.1 Name. Library Advisory Board of the City of Georgetown 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." • ARTICLE II. MEMBERSHIP Section 2.1 Number of members. The Board is to be composed of nine (9) members. 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 Term of Office. The term of office for members shall be two (2) years, with a maximum of two consecutive terms allowable. Terms will be staggered so that four (4) Board members' terms expire in even - numbered years, and the other five (5) members' terms expire in odd - numbered years. . Section 2.5 Vacancies. If for any reason a Board Member's position becomes vacant, then the position shall be filled in accordance with the City Library Advisory Board By-laws Pagel of 5 Charter. In the event the position is not filled immediately upon the expiration of the prior term or when a vacancy occurs, the member serves in a holdover capacity until the position is filled. Section 2.6. 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 111. OFFICERS Section 3.1. Title of Officers. Chair, Vice -Chair, Secretary 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. Tenn 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 Library Advisory Board By-laws Page 2 of 5 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 215th 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. 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. Library Advisory Board By-laws Page 3 of 5 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 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. Library Advisory .Board By-laws Page 4 of 5 0 ARTICLE VI. SUBCOMMITTEES Section 6.1. Formation. When deemed necessary by a majority of the 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 revisions are not in effect until approved by the City Council. Library Advisory Board By-laws Page 5 of 5