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HomeMy WebLinkAbout1985 Library Board MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY JANUARY 24, 1985 A REGULAR SESSION of the Library Board of the City of The Colony, Texas, was called to order at 7:32 p.m. with the following members being present: Ann Beckel Place 2 James Althaus Place 3 Norman Adeler Place 4 Cher Uberman Place 5 Joan L. Sveinsson, Director of Library Services Steven A. Reed, Director of Community Services Those being absent were: George Gillett Place 1 Chairman Althaus called the meeting to order at 7:32 p.m. During Citizen's Input, Mayor Sample informed the Board of his efforts to secure additional funding from a private foundation for the construction of the new library facility. He will be meeting with the foundation's board the week of February 4,1985. He requested that Director Sveinsson provide him with a packet of background information. The minutes of the December 6, 1984 regular session were presented. Member Adeler moved to accept the minutes as presented. The motion was seconded by Member Uberman and the vote was as follows: Ayes: All members present voted aye. Noes: None. Director Sveinsson presented the monthly status report. It included the following: 1) The Library has a total of 6,092 library card-holding patrons and 12,304 items as of the end of December, 1984, not including the books listed and in storage. 2) Circulation for December was low due to the holiday season and bad weather. 3) The Library's revenue for December totaled $196.19 ($139.37 for overdue fines). 4) A LaPetite %nstructor is using the Library's conference room and film equipment to present a storytime to their children. 5) A five-week toddler storytime series will begin on February 13,1985. 6) With the help of the Community Services secretary, the backlog of typing of catalog cards is diminishing. 7) I.R.S. reproducible forms have been received and the remainder of the forms should arrive shortly. 8) A description of the circumstances surrounding the disruption of the Eckankar meetinm held in the Library's mmnfmrmn~m rnnm_ MINUTES OF THE LIBRARY BOARD JANUARY 24, 1985 Page 2 13) A donation allowed the Library to purchase a circulating copy of the video tape Strong Kids, safe KIDS. Director Sveinsson then reported on the status of the NTLS Video Grant project. A schedule has been established, basic research has begun, and a project team has been formed. The letter from Texas State Library requesting a resolution on the NTLS Non-Profit Reorganization has been received. Chairman Althaus and Director Sveinsson will arrange for the presentation to Council. The Board discussed the response Of Pat Smith of Texas State Library to Director Sveinsson's request for information regarding System membership requirements. The Board discussed plans for the T.L.A. Legislative day in Austin on February 13, 1985. Member Adeler volunteered to request the Friends for travel funds to send a representa- tive of the Library. Director Sveinsson announced the dates for the 1985 T.L.A. Conference (April 23-26, 1985) and for the Laypersons Day (April 24, 1985) during the Conference, which will be held in Dallas. The Board discussed plans for the Library Anniversary Celebration which falls during National Library Week. It was decided that the Library would participate in the A.L.A. Photography Contest. Winners of the local contest would be announced at the ~Anniversary Celebration. Member Uberman and Chairman Althaus volunteered to make arrangements for the photography contest. Member Beckel volunteered to line up entertainment for the celebration and handle publicity. Director of Community Services Reed offered to check with Judy Oaks for permission for outside activities during the celebration and to use the outdoor stage. Member Adeler offered to check with the Jaycees regarding contest prizes and access to the outdoor stage. Director Sveinsson will explore the possibility of special programs during National Library Week, such as bedtime storytimes, reader's theatre, or poetry readings. She will also contact the schools to schedule class visits to the Library. It was decided that the deadline for the photography contest would be 4:00 p.m., Satur- day, April 6, 1985. The Anniversary Celebration will be held on Saturday, April 20, 1985, 10:00 a.m. to 4:00 p.m., during which the winners of the photography contest will be announced. Member Beckel moved that discussion of the Library Policy Manual be tabled to the February meeting. Member Adeler seconded the motion and the vote was as follows: Ayes: Ail members present voted aye. Noes: None. Director Sveinsson and Director of Community Services Reed reported the results of their meeting with Architect John Firestone and City Manager Carroll. Member Adeler moved to adjourn the meeting. Member Beckel seconded the motion. The vote was as follows: Ayes: All members present voted aye. MEETING ROOM POLICY Adopted by The Colony Public Library Board 1/87 The meeting and conference rooms in The Colony Public Library are provided primarily for library-related activities, such as story hours, film programs, book revieus, discussion groups, and other events sponsored or co-sponsored by the Library and related to furthering the use of library materials. Library activities have first priority in scheduling of both the conference and meeting rooms. As part of the Library's service program, the meeting and conference rooms may be reserved for use by educational, civic, and cultural groups. B. Use of the rooms will not be granted for meetings which are partisan, commercial, social, or religious in their purpose or which further an individual's goal. 1. Committies or associations affiliated with more than one church when no religious services are involved will be allowed the use of the rooms for business transactions. 2. Labor organization meetings will be interpreted to be commercial meetings. 3. Employee groups of commercial firms will be interpreted as educational groups provided management is not using the meeting as a sales or promotion-type meeting. 4. Profit-making organizations sponsoring an educational program of a non-profit nature will be permitted to use the rooms provided the meetings are open freely to the public. 5. Political meetings involving all the candidates and open to the public will be allowed. C. The Library reserves the right to determine whether a proposed use of facilities is appropriate and to give or withhold permission for such use. 1. Any requested use must be compatible with and not disruptive of library patron research and reference uses. 2. Permission for use will not be granted for the discussion of controversial issues unless the oroaram srovide~ for the Attendance is limited by the capacity of each room as established by the Fire Narshall and posted in the room. Permission to use the rooms shall not, in any way, constitute an endorsement of the group, its policies or activities by the Library or by the City of The Colony. II. ~PPLIC~TION FOR USE Reservations must be made in person at least three (3) days, but no more than thirty (30) days, in advance. No telephone reservations will be accepted. 1. The reservation must be made by an adult (18 years of age or over) who is a resident of the City of The Colony and/or Denton County. 2. mn application form shall be completed by the individual reserving the room, stating: the name of the organization: the dates time, and purpose of the meeting; the name and phone number of the individual reserving the room; and the number of persons expected to attend. 3. Use of the rooms without prior reservations is allowed only if the rooms are not in use, is subject to other restrictions in these rules, and is subject to the Director's discretion. Reservations are taken on a first-come basis uith library activities having first priority. C. Standing reservations shall be considered only in those instances where the Group/meeting is co-sponsored by the City of The Colony or by the Library. D. No Group shall assign its space or reservation to another group. The Director of The Colony Public Library is empowered to make decisions regarding the availability and use of the rooms. The Library Director may delegate authority to approve room use requests in accordance uith this policy. III. C~NCELL~TIONS No%ice of cancellation of a meeting should be made to the Library as soon as possible, but no later than 24 hours prior to the scheduled meeting. . The meeting and conference rooms are available only during regularly scheduled library hours. B. Meetings shall be brought to a close and cleanup completed a maximum of 15 minutes after the Library's normal closing hour. C. Meetings are scheduled uith at least one half hour between the end of one meeting and the beginning of another. U. CHARGES No fee is charged for the use of the Library's meeting and conference rooms. VI. PUBLICITY The Library does not handle publicity. B. Copies of any publicity materials should be furnished to the Library for posting. ;. In the event publicity concerning the meeting is circulated which lists the Library as the location, this disclaimer must be included: "This event is not sponsored by The Colony Public Library." D. Neither the name or address of The Colony Public Library may be used as the official address or headquarters of an organization, other than the Friends of The Colony Public Library. VII. SMOKING Smoking is not permitted. VIII. FOOD ~ND BEVERAGES No food or beverages are allowed. S n___L E___S~___~.~ M: IS~j ON___~S~_FEES No admission charge or sales shall be made or required for participation in any meeting or function held in the rooms unless monies are for %he Library's benefit. X. SET UP / CLEAN UP The library staff is not responsible for arranging furniture before or after a meeting. 1. No additional furniture or equipment other than that provided by the Library is to be brought in or used during the meeting without prior approval of the Library Director. 2. No physical changes may be made in the rooms except for the rearrangement of furniture. Items on display may not be disturbed. 3. Patrons may check out library AU equipment to use in the rooms, in accordance uith normal AU circulation policies and procedures. B. The room must be left in its original condition and clear of trash and personal belongings. Failure to do so may result in denial of future use. C. Programs uhich may be hazardous to the room are not alloued. If the temperature of the room needs to be adjusted, a library staff member should be contacted. kil. RESPONSIBILITY FOR DAMAGES The individual signing the reservation form is responsible for any damage to the room, its furnishings, or any library equipment borrowed. A. This individual must be present at the time of the scheduled activity. B. This individual's responsibility for the room shall be terminated only ~hen he/she has informed an authorized library staff member that the group has vacated the room and that it is ready to be secured ~n~. after the staff member has inspected the room. C. Misuse of the facilities may result in denial of future use. XIII. YOUTH OR CHILDREN'S ACTIUITIES Youth or children's activities must be supervised at all time by an adequate number of responsible adults provided by the sponsor(s) of the activity. A. The individual uho signs the reservation application shall be responsible for any and all loss, accident, neglect, injury or damage to person, life or property uhich may be the result of or may be caused by the group's occupancy of the facility or premises. B. Equipment, supplies or personal effects may not be stored or left in the room after use. Such equipment, etc., if left, is subject to being sold at public auction in accordance uith City of The Colony Ordinance No. 63. XU. NON-PUBLIC AREAS OF THE LIBRARY Groups for individuals from the group) shall not be permitted in the non-public areas of the Library (storage areas, work area, offices, etc.) XVI. LIBRARY STAFF MEMBER PRESENCE The Library reserves the right to have a member of its staff in attendance at any meeting held within the library facilities. XVII. REVOCATION OF PRIVILEGES Failure to comply ~ith any rule or regulation contained in this policy may result in loss of privilege to use the facilities and may also result in other action deemed appropriate by the City of The Colony and/or The Colony Public Library. XUIII. EXCEPTIONS TO POLICY Requests for exceptions to %his policy must be submitted in writing at least 30 days prior to the requested usage. Consideration of and subsequent decisions to such requests shall be made by the Library Director. B. An unfavorable decision may be appealed to the Library Board, City Manager, and finally to the City Council. MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY FEBRUARY 21, t985 A REGULAR SESSION of the Library Board of the City of The Colony, Texas, was called to order at 7:32 p.m. with the following members being present: Ann Beckel Place 2 James Althaus Place 3 Norman Adeler Place 4 Also present were: Joan L. Sveinsson, Director of Library Services Steven A. Reed, Director of Community Services John Firestone, FRS Design Group Ken Smith, FRS Design Group Members absent were: George Gillett Place 1 With three members present, a quorum was established. Place 5 is currently vacant. Chairman Althaus called the meeting to order at 7:32 p.m. The order of the agenda was suspended; discussion of item 4, New Library Facility ensued. The members of the Board reviewed the revised draft of the building program prepared and presented by FRS Design Group. Suggestions for changes and corrections were discussed. The bound revision of the program incorporating changes suggested by the members of the Board will be presented to a City Council committee in March; copies will be made available to members of the Board. The minutes of the January 24, 1985 regular session were presented and one correction made. Member Adeler moved to accept the minutes as corrected. The motion was seconded by Member Beckel and the vote was as follows: Ayes: All members present voted aye. Noes: None. Director Sveinsson presented the monthly status report. It included the following: 1) The Library has a total of 6,241 library card-holding patrons and 12,544 items as of the end of January, 1985, not including the books listed and in storage. 2) In January, the Library circulated 2,647 items, 1,787 patrons visited the library, 147 people used the meeting room, and revenue of $253.37 was collected. 3) Director Sveinsson is preparing the Library's Fiscal Year 1983-84 Annual Report for the Texas State Library. 4) Two half-time staff members have been hired, started work on February 16, 1985, and have begun their orientation and training. The Board discussed plans for the Library Anniversary Celebration. Member Beckel has developed a list of possible groups to contact for entertainment. Community Services Director Reed will investigate having a stage constructed, will obtain permission from Judy Oaks for the outside events, and will arrange for the outside sales permit from th~ City. Plans for oublicitv for the ohotooraohv contest were discussed. Prizes are MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY MARCH 28, 1985 A REGULAR SESSI0N of the Library Board of the City of The Colony, Texas, was called to order at 7:47 p.m. with the following members being present: Ann Beckel Place 2 James Althaus Place 3 Norman Adeler Place 4 Penny Jack Place 5 Also present was: Joan L. Sveinsson, Director of Library Services Members absent were: George Gillett Place 1 With four members present, a quorum was established. Chairman Althaus called the meeting to order at 7:47 p.m. The minutes of the February 21, 1985 regular session were presented and one correction made. Member Adeler moved to accept the minutes as corrected. The motion was seconded by Member Jack and the vote was as follows: Ayes: All members present voted aye. Noes: None. The Board discussed plans for the Library Anniversary Celebration. Member Beckel presented a tentative schedule of entertainment. Director Sveinsson will contact Member Gillett to arrange for a helium tank and will check with Community Services Director Reed re: progress on the construction of a stage and re: permission from Judy Oaks and the City for the outside events. Director Sveinsson will also investigate the use of the outdoor electrical outlets. Member Jack will arrange for a "ghetto blaster" for the musical events and will arrange for Girl Scouts to serve refreshments. Member Beckel will have publicity posters made by Girl Scouts. Membe~ Adeler presented a report of his attendance at the March 11, 1985 meeting of the newly formed Community Council of the Chamber of Commerce. This group will coordinate community-wide events, will maintain a Community Calendar, will provide information re: ordinances to organizations, will provide a sounding board for the needs of organizations, and will plan activities for the Sesquicentennial and the city's anniversary. Upcoming community events include the April 27th Flea Market in Lions Club Park, the May 4th Arts and Crafts festival in Lions Club Park, the Fish Cookoff on June 1st, and the Fourth of July Parade. The next meeting of the Community Council will be on April 12. Harvey Bradley is the chair. Member Beckel moved to adjourn the meeting. Member Adeler seconded the motion. The vote was as follows: Ayes: All members present voted aye. Noes: None. Thm m~tino adiot~rn~d at 9:08 o.m. MINUTES OF THE LIBRARY BOAR[) OF THE CITY OF THE COLONY APRIL 25~ 1985 A REG~[AR oEc.~ON of the [.ibrary Board of the City of The Colony, Texas, was called to order at 7:45 p.m. with the following members being present: George Giilett Place I James Atthaus Place 3 Norman Adeler Ptace 4 Ann Becket Place 5 Also present was: Joan L. Sveinsson, Director of Library Services Members absent were: Penny Jack Place 2 With four members present, a quorum was established. Chairman Althaus called the meeting to order at 7:45 p.m. The minutes of the March 28, t985, regular session were presented and one correction made. Member Adeler moved to accept the minutes as corrected. The motion was seconded by Member Beckel and the vote was as follows: Ayes: Ali members present voted aye. Noes: None. Director Sveinsson presented the monthly status report, tt included the following: !) The Library has a total of 6,492 library card-holding patrons and 12,898 items as of the end of March, ~%_.~,, not including the books listed and irt storage. 2~ In March~ the Library circulated 3.337 items, o 315 patrons visited the L. ibrary, 313 people used the meeting room, artd revenue of $248.29 was collected. 3) Director' Sveinsson is planning to encourage more teenagers to become library vol unteers. Director Sveinsson answered questions from the Board Members re: the status of the collection count in regard to the Texas State Library System membership requirements. Members of the Board requested that the Cumulative Statistics sheets be adapted to include a full 13 month statistical history. Director Sveinsson also presented reports on the following topics: I) the progress of the committee drafting a proposal to the Denton County Commissioners Court requesting County funding for public l~rarle_. 2) attendence by library staff at the Texas Library Association Annual Conference irt Dallas. 3) her meeting with the Assistant State Librarian re: LSCA Title !I Construction Grant preapplication procedures. OF THE F"i]-" F;F "'' -. · ~ - ~HE' COL. ONY' MAY ~,~" 1 ~ r',coL, L.~. ........... '4 of the Library Board nf the Rit¥ o~ The uoiony~ ]'m~.~a~, was ~=~ied order at 7:45 p.m. with the ~ollowing members being present: Georn~ Gil~et+ Penny Oack Place 2 James Althaus Place 3 Nor'man Adeter Piace" Also presert was: Joan L. Sveinsson~. Director o~ Liur~ry ................. ~, v~ues Members absent were: Ann Beckel .Place ~, ~: With four members present, a q~,-,r~m was established, c.~-~.. ......... ~rman Aithaus called ~ .... meeting ~o order ~ = ..... ~:4~, p.m. The minute~ c,~ the Apr'i~ ~'= - ~ ~,, 1985, regular session were presented ~ u one correction made. Member Adeler mo,zed to accept ehe minue~ as corrected The motinn was bv Member Jack and the vote was as ~o!iows: Ayes: Ail member's present vc:,ted aye. "---' None. ~)~ rector ........ :.w.~nsson presented eh~ mnnehl,, status report. - - . ~ -.- ... z . z~ included the ~otlowing: I ) ~ ' 627 - . ~, ~e L1 brary has a ~ ~'~ -' . ~u,~z o~ 6~ library card-holdin~ patrons ,~nu ~ 2,"~7 items -- ,~e~n,J _ April,. ~ ..... , ..... - .... ~.~o~, not including ~'~p books iiste~ and in storage. 2) in April the Liur~ry ci ........ 2,97~ patrons visited the · , .... . ruu~.ted .z,~101 items, . _ ..... ' ~brary, 2(-~ people used t~ meeting room, and revenue o~. ~.,:9-. o/ was collected .z.~ The Libr'ary Intern~--~ submitted her resignation_ due to her acceptance o~ a ~ull time pro~essional c, osition at the Lancaster Library. Dir'ector Sveinsson answered questions from the Board Members re: the status of the Libr'ar¥~s request for-' release of -+~,,~".~(".,.('>.i'x"; ...... by the Ci~'v, Council ~or the purchase o~ library materials. Director Sveinsson also pr'eser~ted, r~Dorf's_, ........ on T'he foitnwir~q_ topics: 1) r'esearch re: automation c.f cir'culation procedures. 2) new additions to ~ ~.~ monthly, report The Board discussed the growth in the use of the Library in relation to the lack of 9row~.h in ~he number of arrive vnlunteers. The Board discussed the status of the Video/Oral History Project. Scarcity of volunteers and nf edit~no equipment "-- thi ?ur s proj~rf' nas c, ut an p~-:'tra burden on the Historical Consultant and the Director. Concerns r~?: the 1...,_,~-c'R= !986 budoeT'.~ .. and the Llbrary:s' goals were discussed, in- light the comments received by sta~ ~rom patrons, the Board suggested that a survey cond~cT'~d tn d~T'~rmine the communiT~y~s needs in ~' ' o~ .......... -.. ~erms Library, service ,~uu.~'- ~-s. Member_ Gillet~ mo~u ...... tn adjourn th~ meeting. Member ~ ~ - - - ~d_ler seconded the motion. The vote was as ~ollows: ..... Al ~yes: i members presen~ voted Noes: ~" The mmeting md~ourned mt 8:50 p.m. dame= ~. ~lthaus. Chairman ............. an [.~ 5vein~son~ S~cr~tary ......... MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY JUNE 27, 1985 A REGULAR SESSION of the Library Board of the City of The Colony, Texas, was called to order at 7:45 p.m. with the following members being present: George Gillett Place 1 James Althaus Place 3 Norman Adeler Place 4 Ann Beckel Place 5 Also present was: Joan L. Sveinsson, Director of Library Services Members absent were: Penny Jack Place 2 With four members present, a quorum was established. Chairman Althaus called the meeting to order at 7:45 p.m. The minutes of the May 30, 1985, regular session were presented and one correction made. Member Gillett moved to accept the minutes as corrected. The motion was seconded by Member Adeler and the vote was as follows: Ayes: All members present voted aye. Noes: None. Director Sveinsson presented the monthly status report. It included the following: 1) The Library has a total of 6,758 library card-holding patrons and 13,459 items as of the end of May, 1985, not including the books listed and in storage. 2) In May, the Library circulated 3,154 items, 1,987 patrons visited the Library, 118 people used the meeting room, and revenue of $280.37 was collected. Director Sveinsson also presented reports on the following topics: 1) Withdrawal of the Library's preapplication for the LSCA Construction Grant and subsequent events. 2) Progress towards meeting the State Library's requirements for collection size. 3) Problems with storage of the Friends~s sale books. 4) Problems with a shortage of volunteers. 5) Expenditure of NTLS Collection Development Grant. 6) Thirty day free trial of Area Business Data Bank. Director Sveinsson reported that the Denton County Commissioners Court has voted to include library funding at Level 2 in the preliminary county budget for 1985-86. Director Sveinsson answered questions from the Board members re: progress towards the nmw library ~arilifv. James W. Althaus~ Chairman Sveinsson~ Secretary MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY JULY 25, 1985 A REGULAR SESSION of the Library Board of the City of The Colony, Texas, was called to order at 7:45 p.m. with the following members being present: George Gillett Place 1 Norman Adeler Place 4 Ann Beckel Place 5 Also present were: Joan L. Sveinsson, Director of Library Services Marlene Poole, City Councilman and City Council Liaison Terry Smith, President, Friends of The Colony Public Library Becky Westbrook, Fine Arts Committee member Members absent were: Penny Jack Place 2 James Althaus Place 3 With three members present, a quorum was established. Vice-Chairman Gillett called the meeting to order at 7:45 p.m. The minutes of the June 27, 1985, regular session were presented. Member Beckel moved to accept the minutes as corrected. The motion was seconded by Member Adeler and the vote was as follows: Ayes: All members present voted aye. Noes: None. Under the second agenda item, Citizen Input, the Board recognized the presence of the President of the Friends of The Colony Public Library and agreed that the President's input be considered in the discussion of agenda item 6, New Library Facility. Director Sveinsson presented the monthly status report. It included the following: 1) The Library has a total of 6,989 library card-holding patrons and 13,785 items as of the end of June, 1985, not including the books listed and in storage. 2) In June, the Library circulated 5,862 items, 5,466 patrons visited the Library, 689 people used the meeting room, and revenue of $372.92 was collected. Director Sveinsson also presented reports on the following topics: 1) Acquisition from North Texas Library System of five Timex/Sinclair computers and software for circulation to patrons. 2) Progress towards meeting the State Library's requirements for collection size. 5) Problems with a shortage of volunteers; the valuable assistance provided by the youth volunteers. 4) The Texas State Library's Resource Sharinq Plan and the area meetino to discuss The members of the Board requested that Qirector Sveinsson work up the requested changes to the preliminary drawings, then contact them individually to review the changes. Returning to the order of the agenda, Director Sveinsson reported that a request has been received from the Denton County Commissioners Court for a written response from the City Council re: plans to participate in the Denton County funding for public libraries program for FY 1985-86. The Board discussed the impact on the amount of funding if other libraries decide not to participate. Director Sveinsson reported on the response of the City Manager to the Library's 1985-1986 budget proposal as submitted to the City Manager on June 12, 1985. Board members who attended the City Council's presentation to City Boards reported on the content of the presentation. Member Beckel moved to adjourn the meeting. Member Adeler seconded the motion. The vote was as follows: Ayes: All members present voted aye. Noes: None. The meeting was adjourned at 9:40 p.m. George Gilqett, Jr., Vice-CharwOman ........... an L. Sveinsson, oecresary MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY AUGUST 22, 1985 A REGULAR SESSION of the Library Board of the City of The Colony, Texas, was called to order at 7:34 p.m. with the following members being present: George Gillett Place 1 James Althaus Place 3 Norman Adeler Place 4 Ann Beckel Place 5 Also present were: Janice Carroll, City Manager Joan L. Sveinsson, Director of Library Services Terry Smith, President, Friends of The Colony Public Library Members absent were: Penny Jack Place 2 With four members present, a quorum was established. Chairman Althaus called the meeting to order at 7:34 p.m. The order of the agenda was suspended and, proceding to the second adgenda item, Citizen Input, Chairman Atthaus recognized City Manager Carroll. City Manager Carroll presented information regarding suggestions and plans for improved communication between the City Council and the city boards. She also presented information reqarding the current budget process. - The members of the board discussed effective means of lobbying the City Council members and the role that the Friends of the Library could have in lobbying efforts. The minutes of the July 25, 1985, regular session were presented. Member Gillett moved to accept the minutes as presented. The motion was seconded by Member Beckel and the vote was as follows: Ayes: All members present voted aye. Noes: None. Director Sveinsson presented the monthly status report. It included the following: I) The Library has a total of 7,124 library card-holding patrons and 19,365 items as of the end of July, 1985, including the books and records listed and in storage. 2) In July, the Library circulated 5,242 items, 3,137 patrons visited the Library, 564 people used the meeting room, and revenue of $327.35 was collected. Director Sveinsson also presented reports on the following topics: 1) The final push to reach the collection size required by the Texas State Library for System membership. 2) Patron complaint re: Summer Reading Club deadline. The Board discussed possible adjustments to the 1985-86 Budget proposal and the imoar~ Member Adeler moved to adjourn the meeting. Member Beckel seconded the motion. The vote was as follows: Ayes: All members present voted aye. Noes: None. The meeting was adjourned at 10:50 p.m. an L. Sveinsson., Secretary MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY SEF'TEMBER 26, A REGULAR SESSION of the Library Board of the City of The Colony, Texas, was called to order at 7:37 p.m. with the following members being present: George Gillett Place ! Joan Lyle Place 2 James Althaus Place 3 Norman Adeler Place 4 Also present was: Joan L. Sveinsson, Director of Library Services Members absent were: Ann Beckel Place 5 With four members 'present, a quorum was established. Chairman Althaus called the meeting to order at 7:37 p.m. New Board Member Lyle was introduced to the Board. The minutes of the August 22, 1985, regular session were presented. Member Adeler moved to accept the minutes as presented. The motion was seconded by Member Gillett and the vote was as follows: Ayes: All members present voted aye. Noes: None. Director Sveinsson presented the monthly status report. It included the following: 1) The Library has a total of 7,284 library card-holding patrons and 19,544 items as of the end of August, 1985, including the books and records listed and in storage. 2) In August, the Library circulated 4,517 items, 2,953 patrons visited the Library, 276 people used the meeting room, and revenue of $307.75 was collected. Member Adeler asked if more detailed statistics re: phone requests could be recorded; after discussion, it was the concensus of the Board that, at this time, it was not advisable to institute an additional procedure for the staff. The Board also discussed other methods of recording the number of patron visits, including a counter and gate system combined with a materials security system. Director Sveinsson also presented reports on the following topics: 1) Followup re: patron complaint re: Summer Reading Club deadline. 2) Final drawings for the new Library facility. Director Sveinsson and the Board members who had attended the circulation software demonstration the previous evening reported their impressions of the software and hardware products and the potential the system might have for The Colony Public Library. The Board's general concensus was that the system is a viable one for the Director Sveinsson presented the line item figures for the 1985-86 Budget. The members of the Board reviewed the Rules of Procedure drafted in 1981; Member Adeler moved that an amendment be made to limit the number of years a Board member could serve as Chairman to two years. Member Gillett seconded the motion and the vote was follows: Ayes: All members present voted aye. Noes: None. Other additions and corrections were proposed. In accordance with Section IV, Amendments to Rules of Procedure, the adoption of these changes will be placed on the October agenda. Director Sveinsson presented concerns re: the discrepancies in wording between the Borrowers Policies and the contract for video cassettes and games. The Board directed her to combine the Policies and contract into one document to be presented at the October meeting. It was recommended that a copy of the signed contract be given to the patron. Member Lyle moved to adjourn the meeting. Member Gillett seconded the motion. The vote was as follows: Ayes: Ail members present voted mye. Noes: None. The meeting was adjourned at 10:18 p.m. ....... ~. Althaus, Chairman oveinsson, Secretary MINUTES OF ]'HE LIBRARY BOARD OF THE CITY OF THE COLONY OCTOBER 24, 1985 A REGULAR SESSION of the Library Board of the City of The Colony, Texas, was called to order at 7:40 p.m. with the following members being present: Joan Lyle Place 2 James Althaus Place 3 Norman Adeler Place 4 Also present was: Joan L. Sveinsson, Director of Library Services Members absent were: George Gillett Place 1 Ann Beckel Place 5 With three members present, a quorum was established. Chairman Althaus called the meeting to order at 7:40 p.m. The minutes of the September 26, 1985, regular session were presented. Member Adeler moved to accept the minutes as presented. The motion was seconded by Member Lyle and the vote was as follows: Ayes: All members present voted aye. Noes: None. Under Citizen's Input, Chairman Althaus voiced concern that planning for the Library's anniversary celebration in April needs to begin soon in order to book entertainment. The Board recognized that this celebration is sponsored by the Friends of the Library and appointed Member Lyle to act as a liaison with the Friends for this event. The election of officers was tabled to the November meeting when more members could be present. The motion to table was made by Member Adeler and seconded by Member Lyle. ]'he vote was as follows: Ayes: All members present voted aye. Noes: None. Director Sveinsson presented the monthly status report. It included the following: 1) The Library has a total of 7,385 library card-holding patrons and 19,767 items as of the end of September 1985, including the books and records listed and in storage. 2) In September, the Library circulated 3,015 items, 2,008 patrons visited the Library, 116 people used the meeting room, and revenue of $337.12 was collected. Director Sveinsson also presented reports on the following topics: 1) use of the Library by day care facilities. Ayes: All members present voted aye. Noes: None. Member Lyle moved to accept all the changes to the Rules of Procedure that were proposed at the September' 1985 meeting. Member Adeler seconded the motion and the vote was as follows: Ayes: All members present voted aye. Noes: None. As per the Board's direction at the September 1985 meeting, Director Sveinsson had combined the Video Loan Borrowers~s Policies and contract into one document. The revised version was presented, discussed, and further revised. Member Adeler moved to accept the revised version. Member Lyle seconded the motion and the vote was as follows: Ayes: All members present voted aye. Noes: None. Director Sveinsson will present the revised document to City Manager Carroll for further action. Director Sveinsson presented proposed revisions to the "Regulations Affecting the Public" section of the Library Policy Manual. The Board discussed and further revised the section. Several questions arose that need clarification from the City; Director Sveinsson will meet with City Manager Carroll to discuss these questions and the revisions. Member Adeler moved to table passage of the revisions to the November meeting. Member Lyle seconded the motion, and the vote was as follows: Ayes: All members present voted aye. Noes: None. Chairman Althaus and Director Sveinsson presented a report re: the availability of the American Anthem Exhibit. The exhibit is already booked through January 1987. The possibility of booking the exhibit for the new library facility, possibly in April 1987 for the Library's anniversary, was discussed. Member Lyle moved to table action on this subject until the November meeting. Member Adeler seconded the motion, and the vote was as follows: Ayes: All members present voted aye. Noes: None. The Board discussed meeting dates for November and December 1985, as the regular schedule places the meetings on Thanksgiving Day and during Christmas week. November 26 and December 19 were selected. Member Lyle moved to adjourn the meeting. Member Adeler seconded the motion. The vote was as follows: Ayes: Ail members present voted aye. Noes: None. haus, Chairman MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY NOVEMBER 26, 1985 A REGULAR SESSION of the Library Board of the City of The Colony, Texas, was called to order at 7:40 p.m. with the following members being present: James Althaus Place 3 Norman Adeler Place 4 Ann Beckel Place 5 Also present was: Joan L. Sveinsson, Director of Library Services Member absent was: Joan Lyle F'lace 2 Member arriving after call to order: George Giilett Place 1 With three members present, a quorum was established. Chairman Althaus called the meeting to order at 7:40 p.m. The minutes of the October 24, 1985, regular session were presented. Member Adeler moved to accept the minutes as presented. The motion was seconded by Member Beckel and the vote was as follows: Ayes: All members present voted aye. Noes: None. The order of the agenda was suspended, postponing item #3 to later in the meeting. Director Sveinsson presented the monthly status report. It included the following: 1) The Library has a total of 7,493 library card-holding patrons and 20,039 items as of the end of October 1985, including the books and records listed and in storage. 2) In October, the Library circulated 3,657 items, 2~319 patrons visited the Library, 173 people used the meeting room, and revenue of $298.43 was collected. Director Sveinsson also presented reports on the following topics: 1) The Library was second highest bidder on a 30-drawer card catalog unit for sale by Motorola. 2) The Friends of The Colony Public Library's White Elephant sale proceeds totaled approximately $450.00. Plans for the use of the proceeds. 3) Activities of the Denton County Library Advisory Board, including proposed criteria for Denton County funding. 9) Cost of booking the American Anthem exhibit. 10) New bookmarks listing Library hours. 11) Early closing on December 19, 1985, for City Staff Christmas Party. The Board agreed to move the December meeting to December 17, 1985. The Board received copies of a memo to the City Council from Chairman Althaus reporting the results of the automated circulation system demonstration by Dalton Computer Services and requesting appointment of a committee to research funding for automation. Director Sveinsson and Chairman Althaus presented information re: initial research of funding possibilities. Director Sveinsson answered questions from the Board re: the process of automating. NTLS Lay Representative Althaus reported that Dee Cole has agreed to serve as The Colony Public Library's NTLS Alternate Lay Representative. Member Adeler moved to accept the changes in the Library Board Rules of Procedure that were proposed at the October 24, 1985 meeting. Member Beckel seconded the motion, and the vote was as follows: Ayes: All members present voted aye. Noes: None. Director Sveinsson reported that the City Attorney has approved the Video Loan Borrowers~s Contract and F'olicies as revised at the October 24, 1985 meeting. Member Beckel moved to adopt the Contract and Policies. Member Adeler seconded the motion and the vote was as follows: Ayes: Ail members present voted aye. Noes: None. Director Sveinsson presented proposed revisions to the "Regulations Affecting the Public" section of the Library Policy Manual as discussed at the October 24, 1985 meeting and reported re: her discussion of the revisions with City Manager Carroll. Member Beckel moved to adopt the revisions. Member Adeler seconded the motion, and the vote was as follows: Ayes: All members present voted aye. Noes: None. The meeting recessed at 8:40 p.m. and reconvened at 8:51 p.m. Member Gillett arrived during the recess. The Board returned to Agenda item #3, the election of officers. Member Adeler nominated Chairman Althaus for Chairman. Member Beckel seconded the nomination. The vote was as follows: Ayes: All members present voted aye. Noes: None. Member Adeler nominated Member Beckel for Vice-Chairman. Member Gillett seconded the nomination, and the vote was as follows: Aves: All members oresen~ voted av~. The meeting was adjourned at 9:21 p.m. J ~'~ames W. Althaus, Chairman J~n L. Sveinsson, Secretary MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY DECEMBER 17, 1985 A REGULAR SESSION of the Library Board of the City of The Colony, Texas, was called to order at 7:40 p.m. with the following members being present: Joan Lyle Place 2 James Althaus Place 3 Norman Adeler Place 4 Ann Beckel Place 5 Also present was: Joan L. Sveinsson~ Director of Library Services Member absent was: George Gillett Place 1 With four members present, a quorum was established. Chairman Althaus called the meeting to order at 7:40 p.m. The minutes of the November 26, 1985, regular session were presented. Member Beckel moved to accept the minutes as presented. The motion was seconded by Member Lyle and the vote was as follows: Ayes: All members present voted aye. Noes: None. Director Sveinsson presented the monthly status report. It included the following: 1) The Library had a total of 7,618 library card-holding patrons and 20,154 items as of the end of November 1985, including the books and records listed and in storage. 2) In November, the Library circulated 5,124 items, 1,975 patrons visited the Library, 147 people attended activities in the meeting room, and revenue of $367.04 was collected. Member Adeler requested an explanation of the new NTLS video statistics form. Director Sveinsson reveiwed the purpose of the information requested on the form. Member Beckel inquired re: the final outcome of the Library's bid for a card catalog unit. Director Sveinsson reported that the highest bidder had purchased the unit. Chairman Althaus asked if it were possible to put the Library's patron file on the Corona microcomputer. Director Sveinsson explained that a hard disk drive would be required and that, due to the amount of time required to input the file, it would be preferable to wait for an automated circulation system. She also reported that the Library staff is now removing patrons from the file when the staff receives a report that the patron has moved out of the area. Also, the staff hms mailed out all the library cards that had been in the "Lost and Found"; this action has provided 4) The Denton County Library Advisory Board adopted the bylaws written by Director Sveinsson. 5) Status of the Video History Prodect. Release of the tapes is currently scheduled for mid-January. Back-up copies of the circulating copies are being made. Two release forms are still outstanding. Director Sveinsson presented proposed revisions to the "Regulations Affecting the Public" section of the Library Policy Manual. The Board discussed the proposed new section re: temporary cards. Member Adeler moved to adopt the new section. Member Lyle seconded the motion, and the vote was as follows: Ayes: All members present voted aye. Noes: None. The Board discussed the revisions to the section re: validity of library cards. Member Beckel moved to adopt the revised section. Member Lyle seconded the motion, and the vote was as follows: Ayes: All members present voted aye. Noes: None. The Board discussed the revisions to the section re: responsibility of the cardholder. Member Adeler moved to adopt the revised section. Member Lyle seconded the motion, and the vote was as follows: Ayes: All members present voted aye. Noes: None. The Board discussed the revisions to the section re: borrowing privileges~ including new cards, check out procedures, loan periods, renewals, and returns. Member Adeler moved to adopt the revisions. Member Lyle seconded the motion, and the vote was as follows: Ayes: All members present voted aye. Noes: None. The Board discussed the revisions to the section re: penalties and charges. Member Beckel moved to adopt the revisions re: overdue fines. Member Lyle seconded the motion, and the vote was as follows: Ayes: All members present voted aye. Noes: None. Member Beckel moved to adopt the revisions re: maximum overdue fines. Member Lyle seconded the motion, and the vote was as follows: Ayes: All members present voted aye. Noes: None. Member Adeler moved to adopt the revisions re: replacement of lost or stolen borrower's card. Member Lyle seconded the motion, and the vote was as follows: Ayes: All members present voted aye. Noes: None. Member Beckel moved to adopt the revisions re: non-book item returned in book drop. Member Lyle seconded the motion, and the vote was as follows: Ayes: All members present voted aye. Ayes: All members present voted aye. Noes: None. ~ ~. ~veinsson~ Secretary .......