HomeMy WebLinkAbout03/25/04 Library Board MINUTES OF THE LIBRARY BOARD
OF THE
CITY OF THE COLONY
March 25, 2004
A REGULAR SESSION of the Library Board of the City of The Colony, Texas, was called
to order by Chair Kruzich at 7:02 p.m.
Present:
Diana Kruzich Place 2
James Althaus Place 3
Lorraine Clark Place 4
Jayme Skelton Place 5
Wayne Bullard Place 6
Joan Sveinsson Library Director
Jo Chantrill Library Secretary
Absent:
Sandi Gehrke Place 1 (Business)
Sue Parks Place 7 (Personal Business)
1. Citizens input.
None.
2. Consideration and approval of minutes of the board meeting held January 22, 2004.
A minor typographical error was identified; the minutes were approved as corrected.
3. Review of Library Policies
a. Discussion and consideration of revisions to the Guidelines for Posting Material on
the Community Bulletin Board.
Per the consensus from the January 22nd meeting, Director Sveinsson presented
the new policy, with the requested clarification included. The policy has also been
re-titled "Community Bulletin Board Policy". Member Bullard moved to adopt the
policy as presented; Member Clark seconded the motion and the motion passed
unanimously.
b. Discussion and consideration of revisions to the Materials Selection Policy.
Director Sveinsson presented the current policy and pointed out some out-dated
areas that need to be eliminated or revised and gave some suggestions for
restructuring the document. Director Sveinsson also provided copies of the current
versions of some of the national statements concerning intellectual freedom to
consider for inclusion in the policy's appendix. The board reviewed the policy,
discussed various areas for improvement, updating, and restructuring, and agreed
that each member would review it further and transmit suggestions to Director
Sveinsson via email in preparation for further discussion and consideration at the
next meeting.
c. Discussion and consideration of adoption of proposed Proctoring Policy.
Director Sveinsson explained that the number of patrons requesting the proctoring
service has increased and presented a new policy that Reference Librarian
Cervantes had drafted. A few changes were advised; Director Sveinsson will
present the revised policy at the next meeting for approval.
4. Library Director's Report:
a. Status report re: operations
Laurie McKee has accepted the 19-hour/week Circulation Clerk position left vacant
when Circulation Clerk McCuiston transferred to the 25-hr/week position.
Circulation Supervisor Collins had a mild heart attack on March 23rd and was
hospitalized; she is expected to be released on March 26th.
Technical Services Librarian Sanders is on medical leave; she was accepted into
Baylor's Pain Management Center program, a 4-week intensive program that has a
very high success rate; she is expected back in the office on March 30th.
A major change was implemented on February 23rd in the layout of the public area
of the Library -- a change that is aimed at providing better staff supervision of the
public access computers, encouraging teen use of the young adult area (instead of
the juvenile area), and encouraging use of the juvenile area by elementary-age
children and their parents (by removing the rowdier teen users from the area). This
change involved the relocation of the ten youth computers from the youth area to
the area in front of the Reference desk, as well as the relocation of other furniture,
equipment, and display units to accommodate the change. Reference Librarian
Cervantes initiated this project by suggesting the relocation of these computers so
that staff could better supervise activity around them. The teamwork and
coordination among the departments involved enabled this project to be
accomplished very smoothly -- with no down time experienced by the public.
Everything was accomplished during normal closed hours and the Library was
completely ready to resume operations the next day. IT Manager Camerlin,
Reference Librarian Cervantes and her spouse Jimmy Melgar, and Director
Sveinsson dismantled the computers on the previous day (Sunday) and moved
other furniture to clear the area for the relocation. Facilities Maintenance staff
coordinated with Thurman Electric for the relocation of power (and negotiated a
reduced fee for that service), dismantled, relocated, and reassembled the modular
furniture, treated the mildew found on the wall where the workstations had been
located, repainted the wall, and left the areas clean and ready for use! IT staff re-
assembled the computers, ran the cables, and installed and tested the new
connectivity equipment. Reference Librarian Cervantes and Adult & Outreach
Services Librarian Boykin were very helpful in developing the final layout and did
the majority of the work in relocating the rest of the furniture and the display units.
On the evening of March 23rd, staff called Dispatch regarding smoke issuing from a
light fixture on the front of the building. Director Sveinsson switched off the circuit
breakers. The firefighters found that the heat from the bulb had caused a bird's nest
at the top of the fixture frame to smolder and smoldering debris from the nest had
dropped onto the shield around the bulb, which began melting onto the bulb itself.
The fireflghters removed the nest, bulb, and debris and remained until the circuit
breakers were reset and there was no further evidence of danger. Director
Sveinsson notified the Public Works Director and the Public Information Officer of
the incident.
The department's budget submission for FY 04-05 is due on April 30th.
Director Sveinsson and IT Manager Camerlin have scheduled the installation of the
next update of the library automation software for March 29th.
Adult & Outreach Services Librarian Boykin and Reference Librarian Cervantes
attended the Texas Library Association Annual Conference in San Antonio this
month.
January and February 2004 statistical activity reports for the department were
distributed to the Board. Usage continues to climb; the most notable increases
have been in the number of patron visits and public access computer use sessions.
The Library's annual report to the Texas State Library for FY 02-03 has been
submitted and copies were provided to the Board.
Director Sveinsson will be out of the office May 8 - May 31 (vacation).
b. Status report re: Denton County Library Funding
The Denton County Library Advisory Board (DCLAB) is preparing its proposal for
FY 2004-2005 funding to submit to the County Budget Office. The proposal will be
to maintain the current funding formula; however, DCLAB has discussed options to
propose should the Commissioners Court require a reduced plan.
c. Status report re: grants.
Latricia (Trish) Prater has been hired as a Computer Assistant; the Loan Star
Libraries Grant is being used to fund the part-time temporary Computer Assistant
positions.
Director Sveinsson submitted an application for the Highsmith Library Award, which
includes a $1,000 cash prize for the Library, based on the Library's program of
services to children in Day Care. The Library did not receive the award.
Director Sveinsson will be meeting with a volunteer, who had approached the City
Manager to offer to contribute her time helping the City, regarding the possibility of
this volunteer writing grant applications on behalf of the Library.
d. Update re: Friends of the Library activities:
The March book sale brought in over $580; instead of matching that amount now,
Wal-Mart has offered to match up to $1,000 on the combined proceeds from the
March and June book sales.
The annual membership meeting will be held on Saturday, April 17th'
The annual Mother/Daughter Tea will be held on May 1st; registration begins April
8~h. The Tea will be held in the multi-purpose room.
e. Long range planning.
Director Sveinsson attended the City ClP retreat. The Five Star Library facility is
still listed in the CIP for FY 06-07, but no funding has been designated or approved
for it yet, nor for the preliminary consulting services to begin the planning of the
facility. Director Sveinsson reviewed the Library's CIP and new personnel requests.
The next Library Board meeting will be held on April 22nd.
The meeting adjourned at 8:25 p.m.
J~ (~hantrill, -Secretary