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HomeMy WebLinkAboutMinutes_LAB_04.09.2007Minutes of the meeting of the Library Advisory Board of Georgetown, Texas April 9, 2007 MEMBERS IN ATTENDANCE* Ruth Lawrence, Patti Jennings Moore, Linda Nix, Marc Parish, Stephanie S. Sorensen ABSENT: Ruth Anne Mallory (excused) STAFF IN ATTENDANCE Eric Lashley, David Sharp OTHERS IN ATTENDANCE: Judy Johnston (CTLS Lay Representative) MINUTES The meeting was called to order by Chair Linda Nix at 6:30 p.m. Marc Parish moved and Patti Jennings Moore seconded acceptance of the minutes of the March meeting. The motion passed unanimously. DIRECTOR'S REPORT Monthly Statistics: The circulation and patron registrations continue to rise. The number of materials added to the collection continues to rise as well. Annual tea party was a success. Art hanging system has been delivered and should be installed soon. The Friends bookstore will be expanding this week. Employee Activities: The library has hired a new Children's/Teen Librarian, Bethni King. Dixie Hannah was featured in the career section of the Austin American Statesman. Travis Cook has resigned as Library Assistant. The Library has two positions posted: Public Services Librarian and a Reference Librarian position. Upcoming events: Staff will be attending the Texas Library Association Conference in San Antonio April 11-13. The Friends of the Library will be holding an author event on Wednesday, May 2 at 1:00 p.m. with Karen Maclnerney. INTRODUCTION OF LIBRARY STAFF MEMBER - DAVID SHARP David Sharp moved to Georgetown with his wife from Amarillo, TX. David has been working for the hbrary for 2 months. He enjoys writing plays and is currently working on a play for the library. RESIGNATION OF ANJA LIPPINCOTT AND ELECTION OF NEW SECRETARY Patti Jennings Moore nominated and Ruth Lawrence seconded the motion to nominate Marc Parish as the new Secretary. The motion passed unanimously. REVISION OF BYLAWS After discussion of the changes that were prompted by the recent ordinances passed by the City Council that related to all City boards and commissions, Ruth Lawrence made a motion to make the following changes to the bylaws: Section 2.1— change the membership to 7 members Section 4.3 — change the quorum to 4 members Section 2.4 — the section should read "The tern 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 Normal yearly appointments shall be made in February. Section 1.2B — the "s" shall be dropped in the word "challenges" in the second line Ruth's motion was seconded by Stephanie S. Sorensen and passed unanimously. The change to section 2 9 was not approved. The board asked to have the section clarified and would vote on section 2.9 at the May meeting. LIBRARY PARKING Eric Lashley discussed the need for additional parking at the library. Parking is the most common complaint heard by the staff at the library. Eric Lashley informed the board that a parking garage is being discussed between the City and County. There are discussions to place a parking garage along side a new County administrative facility that would be located across r Street from the library. Patti Jennings Moore made the motion to have Chair Linda Nix draft a letter to the Mayor and Council endorsing a remedy to the parking situation at the library by means of a parking garage. The motion was seconded by Stephanie Sorensen and was passed unanimously. Linda Nix adjourned the meeting at 7:45 p.m.. Respectfully submitted, c P. Lashley, ActingSecretary Linda Nix, Chair DIRECTOR'S MONTHLY REPORT GEORGETOWN PUBLIC LIBRARY March 2007 HIGHLIGHTS • Attendance at the annual children's tea party, which is held each March during spring break, broke all records this year. Staff members and volunteers who work so hard to make this event the success that it is were especially happy to be able to use the combined community meeting rooms for the party. • Tony Sansevero, the artist who painted the rainforest murals in the children's room, finished his work this month. • The furniture for the Texas History Room is nearly complete and the collection has been placed on the bookshelves. • Library and facilities staff members have been monitoring the cleaning team on a daily basis to assure a consistently high level of cleanliness in the new building. • During the past two months the three meeting rooms that are available for rent have been used 94 times. The free conference room, which holds 10-12 people, was booked 45 times since February 1. • The director has received many compliments about the good customer service staff is providing. STAFF * During March, Gretchen Pruett returned to the staff as Assistant Director and Bethni King came on board as a Librarian 1. Bethni will work with children's and young adult programs. • Kathleen Burnop and Bethni King attended a puppetry workshop on March 16. VOLUNTEERS • Volunteer help with processing materials has become increasingly important since Rosemarie Dockery resigned from the AARP-managed work training program for seniors. Colin Johnston spent 32 hours processing materials during March. 9 GEORGETOWN PUBLIC LIBRARY • Comparative Fiscal Year Statistics 2006 2007 Oct Nov Dec Jan Feb Mar Annual Total Patron Visits Current Year 22271 19035 14916 N/A** N/A** N/A** 56222 2005-2006 23232 17724 17784 21945 21506 23213 265219 2004-2005 21815 20831 10203* 21827 22611 26176 239469 2003-2004 20914 15350 17844 19841 21725 24634 257813 Circulation 2006 2007 Current Year 28923 25337 24141 17259- 32507 36302 147210 2005-2006 28242 26160 22436 28259 27898 31229 348114 2004-2005 26895 25032 23204 29526 27764 31192 350716 2003-2004 25571 20978 22413 27290 26474 30608 330171 FY 2006.2007 Statistics Children's Programs Annual Total Attendance 713 605 365 775 587 1014 4059 Programs 3 4 2 1 2 3 15 Story Time 14 14 5 5 16 15 69 Other {Tour, Movies, Cn 2 2 0 4 0 2 10 After School Programs 4 3 0 1 4 4 12 Other Services ILL Ordered 42 22 0 23 16 38 141 ILL filled 41 17 3 3 22 17 103 Lg Print Circuit 200 200 200 200 200 200 1200 Internet usage (persons) 7472 5919 N/A** 6636 n1a 20027 Reference Transactions 330 363 NIA N/A n/a 693 Volunteer Hours Adult 410.50 392.75 246.50 351.00 569.00 584.00 2553.75 Teen 12.00 11.00 0.00 144.50 48.50 94.50 310.50 Community Service 74.50 57.50 0.00 0.00 228.00 88.25 448.25 Total 497.00 461.25 246.50 495.50 845.50 766.75 3312.50 Registrations City Residents -new 122 107 49 112 264 199 853 GISD Kids' Cards 5 8 6 6 14 11 50 Non -residents -new 22 8 8 16 53 54 161 Nan -residents -renew 49 42 32 54 86 92 355 Total 198 165 95 188 417 356 1419 Cash Receipts Fines/Misc. Revenue 2354.78 2098.19 1709.05 935.78 3040.87 3334.65 13473.32 Non-resident fees 1515.00 1260.00 995.00 1850.00 3030.00 3280.00 11930.00 Donations 570.52 634.34 484.15 7.25 1061.50 804.29 3562.05 Gifts/Memorials 115.00 226.00 6430.00 2363.01 4942.00 7935.00 22011.01 Material Donations to Other Agencies Books 0 0 0 0 0 0 0 Magazines 0 186 18 0 77 74 355 Library Collection Changes Titles Added 1002 576 542 797 912 1357 5186 Copies Added 1187 923 752 959 1220 1543 6584 Copies Discarded 818 738 606 537 527 1263 4489 Donations Added 85 85 75 510 880 235 1870 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). " Manual sign-up lists ended 3128/06, no stats for last 4 days of March. bBegan using Userful log -in counts. "* Library closed 12/27/06-1/20107. Not all public Internet computers were working as of 1131107. No people counting devices installed yet. GEORGETOWN PUBLIC LIBRARY DONATIONS -- March 2007 2nd & 3rd Monday Bridge Group $60 in memory of Ruth Tucker Davy L. Porter $125 in honor of Jerry Sensabaugh's tax work James H. Montgomery Copy of his translation of The Adventures and Mis- adventures of Don Quixote Woman's Club of Georgetown Copy of Road, River, and 01' Boy Politics by Linda Scarbrough and $75 for library materials Adam Blatner Copy of his book, Interactive and Improvisational Drama Southwestern University Library Copy of To Survive and Excel by William B. Jones Addie & Roger Busfield $5000, use undesignated Friends of the Library $2600 for modifications to the meeting room PA system and one-half the cost of the art hanging system Donna C. Merriam Two copies of her book, This Country Girl Gene & Dianna Facey $50 in honor of Captain Leendert Westdijk's 80th birthday Bill Bigger Two hand -made racks for holding book processing supplies • C7 Proposed changes to the Bylaws of the Library Advisory Board Changes are prompted by two ordinances recently passed by City Council that relate to all City boards and commissions. Ordinance No. 2007-13 changed the number of persons on the library board from mine to seven. Ordinance No 2007-16 relates to the begiming and ending dates for terms of beard members and Council's flower to remove members of boards and commissions. Tex in red. ,!,, toe props red wording-, ARTICLE Il. MEMBERSHIP Section 2.1 Number of members The Board is to be composed of seven 7 members. Section 2.4 Term of Office. The term of office for members shall be two (2) years, with a maximum of two consecutive terms allowablel gxp p i ., icjgc „zr`i ari4"10— ! "a. Norrndyga Ely appc int eels shall be made in Februar .��.�& + Form stnkethroug r exigif a in 4zetq Forroatteti Sbikethrough...__.:: 5Lc on 2 Rernmd from Offic '�rtt= nLe ber r)f tl x_k caaro may lac re Lve fromrlt it 2. -fi pcasaits rs f<ir any._rea on car Wr o reason by zs ra i y vote f the rt Council,:: .,tom • 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 review annually, and update as needed, the long-range plan for the library, and to promote library programs and services in the community. B. The Library Advisory Board, as the judge of community standards, shall resolve any patron challenges to library materials when the challenge is not resolved by the Library Director C. "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 11. 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 Tenn 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 - Library Advisory Board By-laws, Revised 6/2005 Pagel of 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 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 -off cio 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 -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 Library Advisory Board By-laws, Revised 6/2005 Page 2 of 5 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 2151h 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 Library Advisory Board By-laws, Revised 6/2005 Page 3 of 5 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 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. Library Advisory Board By-laws, Revised 6/2005 Page 4 of 5 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. ARTICLE VII. 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, Revised 6/2005 Page 5 of 5