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HomeMy WebLinkAboutMinutes_LAB_10.09.2006Minutes of the Meeting of the Library Advisory Board of Georgetown, Texas October 9, 2006 MEMBERS IN Al 1 ENDANCE: Ruth Lawrence, Anja Lippincott, Patti Jennings Moore, Linda Nix, Marc Parrish MEMBERS ABSENT: Judy Johnston (excused), Sissy Lego -Pederson (excused), Ruth Ann Mallory (excused), Stephanie S. Sorensen STAFF IN AI 1 ENDANCE: Eric Lashley OTHERS IN Al 1 ENDANCE: Judy Parks (CTLS Lay Representative) MINUTES The meeting was called to order by Vice Chair Linda Nix at 6:30 p.m. Ruth Lawrence moved and Patti Jennings Moore seconded acceptance of the minutes of the September meeting. The motion passed unanimously. DIRECTORS REPORT Monthly Statistics: The visits and the circulation were slightly down. Employee activities: Anita Shaw, a library science student, started a 120-hour unpaid internship. She will work m all areas of the library. Kate DiPronio's old position as adult services librarian has been updated to public services librarian and will be filled in the next months. Ethel Barnes is working as a part-time temporary employee while Robert Barber is on family/medical leave. Upcoming events: Eric is confident that the construction of the library will be finished by the end of November. A walk-through is planned for December 1, 2006. The shelving system should be brought in December 11-15. The books will follow. During the moving process the library will be closed. Patrons will be asked to not return their books until after January 20, 2007, the day of the grand opening. The furniture for the new building has been ordered. The cost was $100,000 lower than estimated. This savings will be used for necessary miscellaneous items On October 1 the new fiscal year started. The additional money in the budget will be used for 4 new staff members, more computers and the book collection. The money used for reference will be transferred to online material, as printed reference material is mostly outdated when it arrives in the library. The library has stopped purchasing books on tape and videos, butstill accepts them as donations The money previously used for those media will be used for purchasing of books on CDs The library has a new vendor, who is more expensive, but he will replace broken & scratched CDs Another advantage is that the library can now purchase unabridged books on CD, a wish many patrons mentioned in a recent survey. IN 11RODUCTION OF LIBRARY STAFF MEMBER AND HIS/HER DUTIES This month Eric Lashley wanted to introduce Andrei Cazacu, but he is on vacation. STATUS OF THE NEW LIBRARY Eric Lashley handed out the construction report of September 15, 2006, and made some additional remarks. The work on the metal roof, the outside brick and the tile in the bathrooms are finished. The first coat of paint is on the walls. The construction workers are installing the cabinets for the coffee shop and the check-out area. The library is seeking a muralist to create a rainforest wall painting in the children's area. A request for proposal will be published in the next few days. REPORT ON CAPITAL CAMPAIGN As Ruth Ann Mallory was absent, Eric Lashley reported that so far more than $100,000 has been received and more than $300,000 has been pledged to the capital campaign. He also announced that the Library Foundation will hold a sneak peek party on January 6t", 2007, in the new library. The party will have a Hollywood theme. FEES AND POLICIES FOR THE MEETING ROOMS IN THE NEW LIBRARY Referring to the document sent via mail, Eric Lashley added a couple of explanations before the Boardstarted the discussion. The source for the suggested fees and policies are other libraries (for example, Round Rock) and City facilities in Georgetown. The minimum of 2 hours is necessary to set up the room, to carry out the meeting and to clean the room up afterwards. The classroom which. holds 20 people at tables, can be also set up without tables and increase the capacity to 53 people. Fees: Ruth. Lawrence moved to revise the meeting room fees for residents. The meeting room A and B (400 person capacity) should be set at $100 instead. of $80 for two hours. The meeting room A or B (200 person capacity) should be set at $50 instead of $40 for two hours. The classroom should be set at $25 instead of $20. Patty Jennings Moore seconded the motion. Ruth Lawrence supported her motion with the argument that the library can always reduce the fees after a few months but they shouldn't go up once they are established. Other members of the board didn't agree with Ruth or wanted to make less dramatic changes. Linda asked if there will be a difference in the price for the classroom based upon the number of persons and the .set-up.. arrangement.. She also suggested changing only the fees for the commercial users. PJ supported the idea to leave prices for non- profit organizations as they are currently set. The motion failed 3-2 with Ruth Lawrence and Patti Jennings Moore voting in favor and Anja Lippincott, Linda Nix, Marc Parrish and voting against. Marc Parrish moved and Anja Lippincott seconded a motion to ask Eric Lashley to revise the proposed numbers and to present them at the next Library Advisory Board meeting. The motion passed unanimously. Several members of the Board wanted to know, how catering for the meeting rooms would be handled. Eric explained that the coffee shop should be the caterer. The organizer of the meeting/event should talk with the coffee shop manager. If she is not able to provide the food, the organizer has to talk with the library director and can bring in another catering company Policies: Eric Lashley thinks that policy #20, concerning allowing alcoholic beverages in the meeting rooms, is the most controversial. He added that other facilities allow alcohol. under the condition that a security guard is present. Eric also mentioned that one or two staff members will be responsible for the meeting rooms. The renter has to sign a contract and leave a security deposit. During the discussion the board members suggested allowing only wine and beer in the meeting/community rooms after hours and that a security guard should be there to protect the library. Eric agreed, but also said he would waive the security guard at meeting he attends. To make it clear the sentence on the policy document should end after the word "served". Marc Parrish moved and Anja Lippincott seconded a motion to adjourn at 8:00 p.m Respectfully submitted, An Lipp$d t, Secretary Linda Nix, Vice Chair DIRECTOR'S MONTHLY REPORT GEORGETOWN PUBLIC LIBRARY September 2006 HIGHLIGHTS • In mid -September Anita Shaw began an unpaid 120-hour internship with the library. She is completing a bachelor's degree in library science and the internship is part of her requirements. She will work with each of the library staff to gain a fuller understanding of how a public library operates. • City staff opened bids for the furniture for the new library, recommended vendors to the City Council, and received approval on September 26 to go ahead with purchasing after October 1. • Library and other City staff met with a representative of Berger Transfer to discuss in detail the transfer of the library collection from the present building to the new one. There seems to be no problem with Berger working with the vendor that will be providing all of the new shelving and moving the existing shelving. • Plans for the Friends' bookstore, Second-hand Prose, which will be located in the new library, are taking shape. Janet Thompson and Rebecca Payne are co-chairs of this project. • Rosa Garcia and Eric Lashley sent a letter to GISD teachers, telling them of the time capsule, scheduled for opening in 50 years that will be placed inside one of the walls of the new library. They asked classes, individuals, and families to contribute items to be sealed in the time capsule. The time capsule will be part of the grand opening festivities. STAFF • Eric Lashley and Gretchen Pruett met this month with other librarians from Williamson County to continue discussions about forming a county -wide consortium of libraries to reduce costs and share resources. This month they saw a demonstration of an alternative automation system. • On September 29 Eric Lashley attended the quarterly membership meeting of CTLS, which was held in Belton. • Jim Minson, who earlier this year provided instruction for the staff and the public in genealogical research, has begun working on Tuesdays in the Texas History Room. He will be available to help people with research, especially on the Internet. In November he will be offering several single -session computer classes, some of which will be about other subjects than genealogy. • GEORGETOWN PUBLIC LIBRARY Comparative Fiscal Year Statistics 2006 Mar Apr May Jun Jul Aug Sep Annual Total Patron Visits Current Year 23213 22228 23394 28151 23770 20075 22197 265219 2004-2005 26176 22693 355 30613 27440 22913 22195 239469 2003-2004 24634 23315 21288 24326 28160 19231 21185 257813 2002-2003 21480 19473 19207 22940 27268 17111 18576 224208 Circulation 2006 Current Year 31229 26559 28796 35726 33452 29311 30046 348114 2004-2005 31192 28531 28257 35293 33865 32298 28859 350716 2003-2004 30608 26983 26146 36314 33730 26367 27297 330171 2002-2003 26259 25450 27751 32478 34818 25197 25260 318820 FY 2005-2006 Statistics Children's Programs Annual Total Attendance 894 485 1260 2387 1584 0 200 9931 Programs 3 0 2 18 7 0 0 38 Story Time 10 15 16 0 2 0 9 128 Other {Tour, Movies, Cr 1 0 1 0 3 0 0 10 After School Programs 4 3 3 0 0 0 2 21 Other Services ILL Ordered 38 53 48 25 44 28 35 477 ILL filled 37 45 45 28 26 38 32 418 Lg Print Circuit 200 200 200 200 200 200 200 2400 Internet usage (persons', 3013' 4031° 3429 3587 5691 2528 6895 37531 Reference Transactions 1447 893 1155 518 483 416 454 10287 Volunteer Hours Adult 511.50 355.00 502.75 445.50 535.25 577.75 397.25 5311.00 Teen 14.75 209.50 106.50 13.75 21.00 44.50 0.00 476.75 Community Service 86.25 64.00 90.75 48.50 81.50 64.75 %00 936.00 Total Total 612.50 628.50 700.00 507.75 637.75 687.00 466.25 6723,75 Registrations City Residents -new 135 140 115 184 85 177 101 1410 GISD Kids' Cards 8 16 21 30 6 14 6 155 Non -residents -new 29 21 26 43 13 41 17 265 Non -residents -renew 50 56 53 99 59 63 62 707 Total Total 222 233 215 356 163 295 185 2537 Cash Receipts FinestMisc. Revenue 2603.66 2097.24 2798.74 2984.85 2352.00 2254.95 2449.00 29213.57 Non-resident fees 1780.00 1710.00 164500 3310.00 1830,00 2065.00 1900.00 21939.00 Donations 683.68 724.47 724.15 873.83 862.50 735.67 624.38 8201.57 Gifts/Memorials 350.00 5210.00 3746.87 1033,00 200.00 150.00 710.00 16914,53 Material Donations to Other Agencies Books 0 0 0 0 0 0 0 0 Magazines 83 209 77 0 0 24 192 721 Library Collection Changes Titles Added 716 598 617 758 558 369 512 8731 Copies Added 896 682 865 919 761 573 1160 11313 Copies Discarded 973 595 1122 1364 557 1104 540 8384 Donations Added 245 75 150 115 115 95 125 2205 Notes: Underlined numbers: Library closed for 6 days Feb '03 for mold remediation. I* ' Courtyard counter out of operation for 10 days in December. Library closed for 5 days (holidays) ' Manual sign-up lists end °Began using Userful log -in counts. aE RGET WN PUBLIC LIBRARY DONATIONS -- September 2006 The Georgetown Heritage Society Copies ofLivestock Legacy and. Livestock Hotels, in honor of their author, J'Nell L. Pate Jane Thompson Copy of her book, Sugar & Solt: My Life with Bipolar Disorder Native Plant Society of Texas Copies of Trees, Shrubs and Vines of the Texas Hill Country, by Jan Wrede; Grasses of the Texas Hill Gauntry, by Brian and Shirley Loflin, Texas Bug Book. The Good, The Bait The Ugly, by Howard Garrett and C. Malcolm Beck Jane Owens Copy of A Brief Introduction to the History, Culture and Ecology of Papua New Guinea Lion & Judy Parks $5 0 for 2007 Georgetown Reads! Program George & Marilyn Geisen $25 in memory of Frank R. Ross Beverly & Wayne Wright $50 for Robert & Mary Bost Beekeepers Education Collection Edward & Nancy Tinsley $ 0 in memory of Darren Bates Georgetown Public Library Meeting Room Facilities • The Georgetown Public Library has a variety of meeting rooms available for use by the public, some of which must be rented and others that are free. Rented rooms are available before, during, and after regular library hours. Free rooms are available only when the library is open. Among the rooms available for rent is a single large room that will hold 400 people. This room also may be divided into two smaller rooms, each holding 200 persons, which may be rented individually. Kitchen facilities are available at an additional cost with either the large or smaller rooms. A classroom, which holds 20 people, is also available to rent but it does not have kitchen facilities. The free rooms include study rooms, which hold 4-6 people. They are available on a first -come, first -served basis and may be used for at least one hour, or longer if no one else is waiting to use the room. Wait lists will be maintained for these rooms. A conference room also is available, which holds 10-12 people. This may be booked in advance and individuals or organizations may use it once a month, for a minimum of two hours, or longer if no one is waiting to use it. No commercial use of this room is allowed. 4 Me tine Roo Fees and Deposits.___W_ v_.n Meeting Rooms ; Meeting Room Classroom A and B A or B (20 person capacity) (400 person (200 person capacity) Pa, capacity) for hrs ,.minimum ,, $40 for 2 hrs. minimum $20 for 2 hrs. minimum hen $ 1 ,per additiozial �. then $2p per additional then $10 per additional hr. hr. hr. Non -Resident i ��: .� �� $160 for 2�hrs. $80 far 2 hrs. minimum, ._...r.,., ,. $40for 2 hrs. minimum, . minimum, then $80 per':,,, then $40 per additional then $20 per additional, e additional' hr. hr. hr. Nonprofit : $40 for 2 hrs. minimum $20 for 2 hrs. minimum $1p for 2 hrs. minrmum with 501(c)...status ' then $20 per additional then $10 per additional then $5 per additional hr. : hr. hr. i Commercial, $200 for 2 hrs. $100 for 2 hrs. $40 for 2 hrs. minimum, minimum,then$100 per ~ minimum, then $50 per 'then $20 per additional additional hr. _.. additional hr. hr. „ . . . Security,Deposit $150 $100 $50 Full Kitchen (A&B), Half kitchen (A Or'. Kitchen not available B) Kitchen Rates _ $40 per hour $20 per hour Security Deposit $100 $100 Equipment Proxima TV Overhead Rental Projector projector $251meeting $10 per meeting , $5 per meeting No security deposits will be charged for rented equipment, but full replacement cost will be charged in case of damage. Rules and Policies for Meeting Room Use 1. Rented meeting rooms may be reserved 6 months in advance. 2. Rented rooms may be used between 6:00 AM and 11:00 PM. 3. No room rental fees will be charged for events that are co -sponsored by the Georgetown Public Library. 4. No person, association, organization, business, or corporation may rent any of the rooms more than once a month. 5. All fees are due when the reservation is made. No refunds will be made for any cancellation less than one week prior to scheduled use. 6. If a meeting goes 15 minutes over the scheduled time, an additional hour will be billed. 7. The security deposit for the kitchen may be waived if a group uses an approved vendor/caterer. 8. Study Rooms will be available on a first -come, first -served basis. One -hour time limits will be determined and enforced by the reference services staff. 9. Meetings must be free and open to the public unless commercial rental rates are being paid. Occupancy of the classroom may not exceed the posted limit of that room. 10. Only groups that pay the commercial rental rate may charge admission fees or hold fund- raising events. 11. Groups that do not pay commercial rental rates may charge attendees the actual cost of food that is served at the event. 12. The library reserves the right to re -schedule any meeting in case of an emergency and will notify the representative of any previously scheduled meeting as quickly as possible. 13. Any advertising or printed material or events or programs sponsored by the renter must contain the following statement: THIS EVENT IS NOT IN ANY WAY AFFILIATED WITH OR SPONSORED BY THE GEORGETOWN PUBLIC LIBRARY OR THE CITY OF GEORGETOWN. 14. Smoking is not allowed in any of the meeting rooms. 15. No candles or open flames are allowed in any of the meeting rooms. 16. No decorations may be attached in any way to the walls or ceilings of any of the rooms. 17. Tables, chairs and other equipment must be returned to the locations indicated on the diagrams in the room. 18. Chairs and tables may not be borrowed or moved from the other areas of the library. 19. Meeting rooms may be reserved for social gatherings such as showers, birthday parties, and family reunions. Political party functions are not permitted. 20. Alcoholic beverages may be permitted with the approval of the Library Director. A professional security guard will be required at events where alcohol is served unless waived by the library director. 21. The City of Georgetown and the Georgetown Public Library are not responsible for any articles lost or stolen from any of the meeting or study rooms. 22. Groups requesting exceptions to these rules and policies must do so in writing to the Library Director, with an explanation for the exception requested. 23. Failure to follow the above rules and policies will result in loss of security deposit(s) and refusal of further meeting room bookings. 24. Any circumstances not covered in the above rules and policies will be resolved by discussion with the library director.