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HomeMy WebLinkAboutMinutes_LAB_11.12.2007Minutes of the Meeting of the Library Advisory Board Of Georgetown, Texas November 12, 2007 MEMBERS IN ATTENDANCE P.J. Moore, Linda Nix, Marc Parrish, Ruth Lawrence and Ruth Anne Mallory ABSENT: Allison Dolan -Hanna (excused) and Stephanie S. Sorensen (excused) STAFF IN ATTENDANCE Enc Lashley, Therese Fernandes and Richard Groves OTHERS IN ATTENDANCE Judy Johnston (CTLS Lay Representative) MINUTES The meeting was called to order by Linda Nix at 6:32 p.m. Ruth Anne Mallory moved that the minutes for October be accepted and the motion was seconded by Ruth Lawrence. The motion was passed unanimously. DIRECTOR'S REPORT. Director Lashley reported that last month's circulation was up over the previous month and that through October 2007 the library had approximately 31,000 checkouts versus 28,923 at the same time in 2006. He also reported on the following activities and plans ® Some lighting fixtures in the building had been added. • He attended the Ft Worth meeting of the Texas Downtown Association. • He participated in the Central Texas Library System workshop on October 23. • The children's Halloween program was well attended. • Special windows in memory of Dixie Hanna have been designed and will be installed at a time to be determined. There will also be a special exhibit for Dixie at that time. • 200 people attended the Susan Wittig Albert author event held on November 9. • Computer equipment has been installed in the classroom. • Plans are being discussed for a bookmobile that would attempt to reach those children in the City that may not have access to the library. • The director also handed out to board members a budget request that he prepared for The Friends of the Library, detailing the "immediate needs ($8,350)' and ` needs that may be delayed ($23,550)". He also distributed to each member of the board a 2008 Boards & Commissions application. Director Lashley introduced new library staff member Therese Fernandes. Ms. Fernandes explained her background and gave a description of her duties in the library. Staff member Richard Groves returned this month to inform the board of his activities in preparing for the Georgetown Reads project. He identified 40 books that will be evaluated. Most of these books will be non-fiction. Voting will take place in an event to be held in the spring of 2008. Judy Johnston gave a brief update of CTLS activities including fund-raising efforts. P.J. Moore continued the board member introductions by giving the members a brief biography. Ruth Lawrence will do the same in December. Ruth Anne Mallory moved that the November meeting be adjourned. P.J. Moore seconded the motion. The motion was carried unanimously andthe board meeting was concluded at 7:33 p.m. Respectfully submitted, Marc Parrish, Secretary Linda Nix, Chair DIRECTOR'S MONTHLY REPORT GEORGETOWN PUBLIC LIBRARY October 2007 Staff, volunteers, and contractors accomplished most of what had been scheduled during the week that the library was closed for inventory. • A contractor painted the second floor classroom, which had been used daily during the summer by the Palace Theater, and the entire second floor west wing hallway, which had received hard wear from people attending summer reading programs. The new paint has a more easily cleaned surface finish than the original paint. • Volunteers painted the white walls in the children's room with bright colors that coordinate with the murals and the accent colors in the rest of the library. • The flooring contractor removed and replaced the linoleum in the children's room and removed the linoleum in the east wing of the first floor. By October 12 that flooring also had been replaced. • Staff completed comparing the shelf lists with the materials that were actually on the shelves and the catalogers and processors now have a daunting backlog of books that were pulled during the process and need their attention. • Young and strong staff members rearranged the shelving and books in both the adult and children's nonfiction collections. • The library's Halloween party for children was held on Friday, October 26, from 3-5 p.m. • The Halloween party for young adults — Little Coffee Shop of Horrors —took place on Saturday, October 27, from 3-5 p.m. The teens read their original poetry and told favorite scary stories. STAFF • Eric Lashley was in Ft. Worth October 17-19 to attend the annual conference of the Texas Downtown Association. The library had been nominated for a President's Award for Best Public Improvement and Eric presented the project at a breakfast meeting. It did not win. • On October 23, Eric Lashley attended a second planning meeting for a workshop that will be held in Austin early in 2008 to help libraries plan new buildings. Architects and librarians with construction experience are working together to set up this workshop. VOLUNTEERS • The painters who worked so hard in the children's room were Laura Snyder, Tina Spencer, Dena Osterman, Debbie Abe, and Elizabeth Ragan, assisted by her daughters Caitlyn and Chloe. They put in long days to finish by Friday. C GEORGETOWN PUBLIC LIBRARY Comparative Fiscal Year Statistics 2007 Oct Nov Dec Annual Total Patron Visits Current Year 21414b 2006-2007 22271 19035 14916 202304 2005-2006 23232 17724 17784 265219 2004-2005 21815 20831 10203* 239469 Circulation 2006 Current Year 31074 2006-2007 28923 25337 24141 386948 2005-2006 28242 26160 22436 348114 2004-2005 26895 25032 23204 350716 FY 2007-2008 Statistics Children's Programs Annual Total Attendance 705 705 Programs 3 3 Story Time 13 13 Other (Tour, Movies, Crafts) 0 0 After School Programs 3 0 Other Services ILL Ordered 28 28 ILL filled 16 16 Lg Print Circuit 200 200 Internet usage (persons) 6501 6501 Reference Transactions n/a 0 Volunteer Hours Adult 391.00 391.00 Teen 53.00 53.00 Community Service 33.00 33.00 Total 477.00 0.00 0.00 477.00 Registrations City Residents -new 162 162 GISD Kids' Cards 6 6 Non -residents -new 39 39 Total 207 0 0 207 Cash Receipts Fines/Misc. Revenue 2579,18 2579.18 Non-resident fees 1868.30 1868.30 Donations 751.42 751.42 Gifts/Memorials 140.20 140.20 Material Donations to Other Agencies Books 0 0 Magazines 0 0 Library Collection Changes Titles Added 896 896 Copies Added 1103 1103 Copies Discarded 2540 2540 Donations Added 99 99 Notes: Underlined numbers: Library closed for 6 days Feb'03 for mold remediation * Courtyard counter out of operation for 10 days in December. Library closed for 5 days (holidays). a Manual sign-up lists ended 3/28/06, no stats for last 4 days of March_ ** Library closed 12/27/06 - 1/20/07. Not all public Internet computers were working as of 1131/07. No people counting devices installed until April 20, 2007, b Library closed for inventory October 1-5. BYLAWS • CITY OF GEORGETOWN LIBRARY ADVISORY BOARD 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." ARTICLE II. MEMBERSHIP Section 2.1 Number of members. The Board is to be composed of seven (7) 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, with exceptions as provided in Ordinance 2007-16. 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 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. Library Advisory Board By-laws Amended and Approved by the City Council on September 25, 2007 Page 1 of 5 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. Removal from Office. Any member of the board may be removed from their position for any reason or for no reason by a majority vote of the City Council, ARTICLE III. 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. 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. Library Advisory Board By-laws Amended and Approved by the City Council on September 25, 2007 Page 2 of 5 aSection 4.2. Special Meetings. Special meetings may be called by the Chair or by 2J51h 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. 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 is 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. Library Advisory Board By-laws Amended and Approved by the City Council on September 25, 2007 Page 3 of 5 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. 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. • Library Advisory Board By-laws Amended and Approved by the City Council on September 25, 2007 Page 4 of 5 0 ARTICLE VIL BY-LAW AMENDMENTS These by-laws may be amended by majority vote at any regular monthly meeting of the Beard. 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.. Approved and adopted at a meeting of the City Council on the 21h day of September, 2007. ATTEST: THE CITY OF GEORGET©W y r Sandra lee Cary elon City Secretary Mayor Approved and adopted at a meeting of the Library Advisory Beard on the day Of 20LL. LIBRARY ADVISORY BOARD Linda :Nix, Beard Chair Library Advisory Board By -taws Amended and Approved by the City Council on September 25, 2007 Page 5 of