HomeMy WebLinkAbout1986 Library Board MINUTES OF THE LIBRARY BOARD
OF THE
CITY OF THE COLONY
JANUARY 16~ 1986
A SPECIAL SESSION of the Library Board of the City of The Colony, Texas, was called to
order at 7:30 p.m. with the following members being present:
Joan Lyle Place 2
James Althaus Place 5
Norman Adeler Place 4
Also present was:
Joan L. Sveinsson, Director of Library Services
Member arriving after call to order:
George Gillett Place 1
Ann Beckel Place 5
With three members present, a quorum was established. Chairman Althaus called the
meeting to order at 7:30 p.m.
Chairman Althaus turned the meeting over to Director Sveinsson, who presented the
review copy of the construction drawings for the new library facility. Director
Sveinsson noted that Member Beckel had reviewed the plans earlier, as she would be
unable to attend the special session. The Board reviewed each of the drawings:
floor plan, roof plan, wall types
exterior elevations and details
room finish schedule, interior elevations
door openings, door types, frame types, door details
reflected ceiling plan
foundation details
foundation plan
roof framing plan
HVAC plan
plumbing plan
lighting plan
power plan
Member Gillett arrived during the review.
Director Sveinsson noted the Board's suggestions and comments for presentation at the
January 17, 1986 meeting of the architects with the City Council committee, the City
Manager, and the department heads involved in the new building programs.
Member Gillett moved to adjourn the meeting. Member Lyle seconded the motion. The
vote was as follows:
Ayes: All members present voted aye.
Noes: None.
MINUTES OF THE LIBRARY BOARD
OF THE
CITY OF THE COLONY
JANUARY
A REGULAR SESSION of the Library Board of the City of The Colony~ Texas, was called to
order at 8:00 p.m. with the following members being present:
George Gillett Place 1
James Althaus Place 3
Norman Adeler Place 4
Also present was:
Joan L. Sveinsson, Director of Library Services
Members absent were:
Joan Lyle Place 2
Ann Beckel Place 5
With three members present~ a quorum was established. Chairman Althaus called the
meeting to order at 8:00 p.m.
The minutes of the December 17~ 1~85~ 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.
The minutes of the January 16, 1986, special session were presented, and one correction
was made. Member Gillett moved to accept the minutes corrected. The motion was
seconded by Member Adeler and the vote was as follows:
Ayes: All members present voted aye.
Noes: None.
NTLS Lay Representative Althaus presented a report re: the activities of the NTLS
Planning Committee. The Committee is concerned about the future impact on NTLS
services~ especially Inter-Library Loan, should the federal LSCA funds be cut as has
been proposed. Due to the way the Texas State Library budgets its funds~ the impact
would not be felt until 1988. Program plans for that year, however, have to be
developed now. The State Library has requested that the systems develop program plans
for various levels of funding. The Committee has polled the system members as to
priorities in services. Based on the results of this poll~ the Committee has developed
a plan for a limited Inter-Library Loan service.
Director Sveinsson presented the monthly status report. It included the following:
1) The Library had a total of 7~5~3 library card-holding patrons and 20~277 items
as of the end of December 1~85, including the books and records listed and in
storage.
5) Plans for the Volunteer Recognition Program to be presented by the Friends of
The Colony Public Library.
Director Sveinsson read the memo from NTLS re: availability of video-cassette players
for member libraries to circulate to patrons and/or to use to check condition of
videocassettes. NTLS requested that libraries desiring players send to NTLS a copy of
the policy under which the library would circulate the players. Director Sveinsson
presented a proposed policy. The Board discussed the proposed policy and made
revisions. Director Sveinsson will have the policy/contract reviewed by the City
Attorney before it comes back for final Board approval.
The order of the agenda was suspended, and item 7, New Library Facility was addressed.
Director Sveinsson reported the results of her meeting with the architects, the City
Council committee~ the City Manager, and City Department Heads, of her meeting with a
sales rep. for a materials security system, and of her subsequent meeting with one of
the architects.
Member Gillett moved to table discussion and action on the rest of the proposed
revisions to the February 1986 meeting. Member Adeler seconded the motion, and the
vote was as follows:
Ayes: All members present voted aye.
Noes: None.
Member Gillett moved to adjourn the meeting. Member Adeler seconded the motion. The
vote was as follows:
Ayes: All members present voted aye.
Noes: None.
W. hl~haUs, Chairman
insson, Secretary
MINUTES OF THE LIBRARY BOARD
OF THE
CITY OF THE COLONY
FEBRUARY 27, 1986
A REGULAR SESSION of the Library Board of the City of The Colony, Texas, was called to
order at 8:35 p.m. with the following members being present:
George Gillett Place 1
James Althaus Place 5
Norman Adeler Place 4
Also present was:
Joan L. Sveinsson, Director of Library Services
Members absent were:
Joan Lyle Place 2
Ann Beckel Place 5
With three members present, a quorum was established. Chairman Althaus called the
meeting to order at 8:55 p.m.
The minutes of the January 23, 1986, regular session were presented. Member Gillett
moved to accept the minutes as presented. The motion was seconded by Member Adeler and
the vote was as follows:
Ayes: All members present voted aye.
Noes: None.
NTLS Lay Representative Althaus reported that the NTLS Coordinator has resigned and a
search is underway for a new Coordinator.
The monthly status report was tabled to later in the meeting.
As Member Beckel was not present to give her report on the City Council Retreat, Member
Gillett moved to table the report. The motion was seconded by Member Adeler 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. The Board discussed the revision to the
section re: proof of residency. Member Gillett moved to adopt the revised section with
one amendment. The motion was seconded by Member Adeler and the vote was as follows:
Ayes: All members present voted aye.
Noes: None.
The Board discussed the revisions to the section re: penalties for damage beyond repair
or loss of library materials. Member Gillett moved to adopt the revised section. The
motion was seconded by Member Adeler and the vote was as follows:
Ayes: All members present voted aye.
Ayes: Ail members present voted aye.
Noes: None.
The Board discussed the revisions to the section re: minimum penalty for repairable
damage to library materials. Member Adeler moved to adopt the revised section. The
motion was seconded by Member Gillett and the vote was as follows:
Ayes: All members present voted aye.
Noes: None.
The Board discussed the revisions to the section re: maximum penalty for repairable
damage to library materials. Member Gillett moved to adopt the revised section. The
motion was seconded by Member Adeler and the vote was as follows:
Ayes: All members present voted aye.
Noes: None.
The Board discussed the revisions to the section re: establishment of dmmage penalties.
Member Gillett moved to adopt the revised section. The motion was seconded by Member
Adeler and the vote was as follows:
Ayes: All members present voted aye.
Noes: None.
The Board discussed the revisions to the section re: muthority to determine
repairability. Member Gillett moved to adopt the revised section. The motion was
seconded by Member Adeler and the vote was as follows:
Ayes: All members present voted aye.
Noes: None.
The Board discussed the revisions to the section re: appeal of penalties or charges.
Member Adeler moved to adopt the revised section with one amendment. The motion was
seconded by Member Gillett and the vote was as follows:
Ayes: All members present voted aye.
Noes: None.
The Board discussed the revisions to the section re: special charges in relation to
Interlibrary loan materials and 16mm films. Member Gillett moved to adopt the revised
section with one amendment. The motion was seconded by Member Adeler and the vote was
as follows:
Ayes: Ail members present voted aye.
Noes: None.
Director Sveinsson will present the revisions to the Policy Manual to the City Manager
for approval.
Director Sveinsson presented the monthly status report. It included the following:
1) The Library had a total of ?,?38 library card-holding patrons and 20,724 items
as of the end of January 1986, including the books and records listed and in
storage.
2) In January, the Library circulated ~,750 items, 2,466 patrons visited the
Library, 86 people attended activities in the meeting room, and revenue of $299.75
was collected.
The Board discussed the organization of the Library Anniversary celebration. It was
decided to hold the open house on Saturday, April 5, 1986, 2:00 to 4:00 p.m. Director
Sveinsson will ask for a mayoral proclamation re: National Library Week, will try to
book a school chorus for entertainment, and will talk to the Friends re: providing
cookies and punch, funding the helium for helium balloons, and providing people to blow
up balloons. Director Sveinsson will also get permission from the landlord to hold the
event in front of the Library and will arrange for Public Works to deliver the portable
stage. Member Gillett will obtain a quote re: the cost of the helium, will reserve a
tank, and will arrange to transport it. The Friends may have a table of sale books.
Member Gillett moved to adjourn the meeting. Member Adeler seconded the motion. The
vote was as follows:
Ayes: All members present voted aye.
Noes: None.
Sveinsson, Secretary
MINUTES OF THE LIBRARY BOARD
OF THE
CITY OF THE COLONY
MARCH ~, 1986
A REGULAR SESSION of the Library Board of the City of The Colony, Texas, was called to
order at 7:39 p.m. with the following members being present:
George Gillett Place 1
Joan Lyle Place 2
James Althaus Place 3
Norman Adeler Place 4
Also present was:
Joan L. Sveinsson, Director of Library Services
Member' absent was:
Ann Beckel Place 5
With four members present, a quorum was established. Chairman Althaus called the
meeting to order at 7:39 p.m.
The minutes of the February 27, 1986, 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 had a total of 7,883 library card-holding patrons and 20,762 items
as of the end of February 1986, including the books and records listed and in
storage.
2) In February, the Library circulated 3,715 items, 2,722 patrons visited the
Library, 166 people attended activities in the meeting room, and revenue of
$311.17 was collected.
Director Sveinsson also reported:
1) re: plans for the Library's fourth anniversary Open House to be held Saturday,
April 5, 1986, 2:00 to 4:00 p.m.:
** Invitations have been mailed to all City Council and Board members, Friends
of the Library members, Library Volunteers, and school principals. The Friends
paid for the printing of the invitations.
** Member Adeler noted that the Open House is being held on election day and
therefore attendees should be reminded to vote.
** The 5th grade chorus from Peter's Colony Elementary School has been invited
to provide entertainment.
** Councilman Poole will read the Mayoral Proclamation which proclaims the
week of April 6 to be National Library Week in the City of The Colony.
** Library Clerk LeMaire will provide a cake which will be served out in front
5) Director Sveinsson has discussed the overdues situation with City Manager
Carroll and they have decided that she should work on the most recent overdues and
work her way back, rather than starting with the oldest ones and work forward.
They also decided to withdraw those materials that became overdue before Director
Sveinsson~s tenure. Director Sveinsson noted that when the Library files against
a delinquent patron in court, she must swear that she has "personal knowledge" of
the violation and she stated that she does not feel she should do so for
violations that occurred before her tenure. Also, the overdue files have become
so large that it is difficult for the volunteers to check thoroughly for each
patron. Member Gillett noted that a computerized circulation system would
certainly help in that area. Director Sveinsson noted the need to search for
funding for such a system.
6) Current (as of 2--28-86) F F & E budget for the new library facility, after the
deductions for the bond sale costs, estimated architect's fees, and off-site
utility expenses, is $56,288.00. Director Sveinsson noted that although this
figure makes a tight budget, the Library can be furnished on a "bare-bones" basis.
Current shelving will have to be used in the public area of the building.
7) re: work done by the Denton County Library Advisory Board towards developing
the FY 1986-1987 funding request.
Chairman Althaus noted the continued increase in library use. The Board discussed the
growth trend. Director Sveinsson reported that many of the recent delinquent patrons
are new card holders and that a surprising number have already had their telephones
disconnected. The Board also noted the low number of regular volunteers and Director
Sveinsson stated that she plans to start a drive to recruit new volunteers and hold
training workshops as soon as the revised Policy Manual has been approved by the City
Manager.
The Board discussed requesting an expansion of the size of the Library Board or having
"alternates". It was suggested that formal action be taken at the April meeting.
The Board discussed the NTLS Adult Literacy Minigrant Guidelines for FY 1986-77 and
noted the difficulty in meeting the requirements of the program in the current facility
with the current staffing level and the lack of evidence of the need for such a program
in The Colony. Member Gillett moved to recommend that the Library not apply for this
grant. Member Lyle seconded the motion and the vote was as follows:
Ayes: All members present voted aye.
Noes: None.
Member Gillett 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 8:25 p.m.
The member's of the Board then convened at Member Adeler's home to view two
videocassettes on child safety which the Library has added to the collection.
MINUTES OF THE LIBRARY BOARD
OF I'HE
CITY OF THE COLONY
APRIL 24, 1986
A REGULAR SESSION of the Library Board of the City of The Colony, Texas, was called to
order at 7:41 p.m. with the following members being present:
George Gillett Place 1
James Althaus Place 3
Norman Adeler Place 4
Also present was:
Joan L. Sveinsson, Director of Library Services
Don Beckel
Members absent were:
Joan Lyle Place 2
Ann Beckel Place 5
With three members present, a quorum was established. Chairman Althaus called the
meeting to order at 7:41 p.m.
The minutes of the March 2-/; 1986, regular session were presented. Member Gillett
moved to accept the minutes as presented. 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 had a total of 8,040 library card-holding patrons and 20,945 items
as of the end of March 1986, including the books and records listed and irt storage~
21· In March, the Library. · circulated ?.:.,~,~_~ items, ~.~,7~6...., patrons visited the
~ , . and revenue of
Library, ..'1~. people attended activities in the meeting room.
$334.33 was collected.
Director Sveinsson also reported:
].) Records for the last si)..', months show that, of the items being cataloged, 48%
were cataloged in-house, 14% were cataloged via the vendor from whom the item was
purchased, and 38% were cataloged by Marcive.
2) re: proc:eclures for updating the collection count.
3) City Manager Carroll is reviewing the policy manual revisions approved last
month by the Board.
4) Director Sveinsson will be the program speaker at the Rotary Club meeting on
April 29, 1986.
Director Sveinsson again noted the problem of patrons who move without returning
library materials and the time-consuming nature of the task of tracing down such
patrons and/or taking appropriate legal action. The need to add the position of
Circulation Supervisor to the staff was discussed in relation to this problem.
Director Sveinsson reported that the Library is still in need of storage space for the
4500 items that are currently in storage at Stewarts Creek Elementary School. The
school needs the storage space and has requested that the Library remove its materials.
Director Sveinsson reviewed the suggestions that she has received to date. She has
discussed them with City Manager Carroll, and she is in the process of investigating
them. if all else fails, a mini-storage unit may have to be rented; however, she noted
that protecting the materials from moisture in such a storage unit is a problem.
Director Sveinsson plans to visit the school to evaluate the amount of space needed to
store the materials.
Director Sveinsson reported that the Video History tapes have been cataloged and are
ready for release. Council has requested the opportunity to view the documentary tape
before the tapes are publicly released; arrangements need to be made for them to view
it.
Director Sveinsson introduced the topic of establishing guidelines and/or a public
statement defining items that the Library will accept as donations. The Library is
currently receiving a large number of items that are not usable and which must be
L~r~r¥. Director Sveinsson noted
stored until they can be sold by the Friends of the 'h -~'
that storage space is already a problem and that it takes a lot of staff time to sort
the donations. Patronage is steadily increasing, while staffing has not been
increased; therefore, she is reviewing the workload for areas to trim. She requested
that the Board table this item to the May meeting, at which time she will present such
a statement for' the Board's consideration. Member Gillett moved to table this item.
The motion was seconded and the vote was as follows:
Ayes: All members present voted aye.
Noes: None.
Director Sveinsson distributed copies of the Goals and Objectives established in
previous years. Chairman Althaus stated the need to develop short-term and long-term
goals for the Board and for the Library, especially in consideration of the
~h_ new library facility. The Board discussed the topic and members
construction of ~ ~ .
voiced agreement to begin this process. Member Gillett moved that the first short-term
goal be to request that City Council establish two alternate positions for the Board,
citing the small size of the Board and the importance of the topics that may come up
during the construction phase of the new library facility. The motion was seconded by
Member Adeler and the vote was as follows:
Ayes: Ali members present voted aye.
Noes: None.
Member Gillett then moved that the Board direct Chairman Althaus or his appointee to
present the Board's request to Council. The motion was seconded by Member Adeler and
the vote was as fol~n~_ws.'
Ayes: All members present voted aye.
Noes: None.
]'he Board discussed progress that has been made in meeting the goals established in
1984. The Board discussed the areas in which goals need to be developed. Member
Gillett suggested that the Board "brainstorm" re: goals and then develop objectives for
those qoals. Director Sveinsson will try to arrange for larger meeting space for the
Ayes: All members present voted aye.
Noes: None.
The meeting was adjourned at 9:14 p.m.
n L. ~veinsson, Secretary
MINU, c:-=. OF THE LIBRARY~.~'~l''~''~'_~n~..'
OF THE
CITY OF THE CO!.ONY
... I ,80
MAY 22~ ~m '
A REGULAR SESSION o~ fhe... Library Board o~ the City, of The ~'~.olony., T,~ .... ..... a~,~:, was called to
order at 7:48 p.m. with the following members being present:
~morne Gi~~'~' P!~r'e ]
~f~-'~- Place 3
~4o~m~,~ Ad~e~ Place 4
B~u k~ Place 5
Also present was:
. ~ ' ' .....' O~F vl
Joan L, Sveinsson~ DiFectoF o~ Ltbr~r y ~ '"ces
Place 2 is vacant,
With ~our members present~ a quorum was established, Chairman Althaus called the
meeting to order at 7:48 p,m,
~.~'~ was announce0 that Member Joan Lvle is resiqninq_ _ due to her upcoming ...move fo_ r~w
Mex i co,
~ ~,, 08' 't .......... '
The minufpq of the Apriz ~:4~ ~, o, regular session were present'ed ¢.emb~ Adeler ,~uvoo
to accept the minutes as presented. The motion., was seconded L,/~,' Member Giiiett and the
vote was as follows:
Ayes: Ali members present voted aye.
.,~o~s: None.
Chairman Althaus reported that Fort Worth has hzred a new coordinator for .,~.~,
Katherine Brown, who will begin on June 2~ I°°6
Director Sveinsson presented the monthly status report. It included the following:
, k~ . . ..... -" i te~s
1~ The Library .... d a total of 8,150 library r~,rd-hnlding patrons, and Z~),992
as of the end of April 1986, including the books and records listed and in storage.
2) In April, the Library circulated ~ m~.~ items, 2,=~ ..
. . ._., ..... . ~.w~ patrons ,,~sited the
Library, 336 people attended on-site and off-site library programs, and revenue of
$321.50 was collec:ted.
Director Sveinsson also rwporteu:
1) She had won for the Library the following in drawings at the TLA conference:
*~. a one-year subscrin~'P,.~on fo_ Harlequin Romances ~],._ fittes/month)_
** a one-year subscription to Standard & Poor's Register o~ Corporations,
Directors and Executives.
2) City Manager Carroll has approved the policy manual revisions approved by the
Board in March. Library staff will now be developing a procedures manual based
on the revised policy manual. When the procedures manual is ready, a
recruitment drive <~nr additional volunteers will be initiated.
7)The~'- bookiist and hno~:' ..... display provided hr, the Library. for the ICCA F'arpntq~s_. _ -
Seminar'.
o~ The ~_~orV Intern will be working an abbreviated suhed~.~e due to ~e~ need
' . O. ~s and wor~::inq on her professional paper-
spend time preparing for her r-~ _ . . ·
?) re: Summer Reading Club promotional activities.
!0) r'e: gifts to the Library from the Fr'iends of the Libr'ary.
~'~ .... r'e: ~ meeting with Dalton Computer Services sales rep. re: ~'he_. =oroposed
automated circ:ulation system.
Member Beckel asked ho~ volunteer staffing for the summer was going. Director
Sveinsson rmportpd re: the need for more ¥OL~th Voluntee~-'s as well as more adult
vol L~t e~r s.
The Board discussed a resolution r'e: ~e=~r~ction of donations to be accepted by the
Library. Member Gillett moved to pass the resolution and the motion was seconded by
Member Beckel= in discussion, Member Adeler questioned the wording of the resolution
para0r'aph, statinq ~-~ ~' ' ' '
_ . _ ~.,~<~ ~.P~e .Phr'ase "That the i_~br'ary Board suooor~s, = .. the fnl~owino_ , _
. L)~ ~r¥ was
limitations on donations to be accepted by the Li .... ," not a clear statement of
.. ~< -. ~ __ h~.~. the Lib~-'ary
the ~o~rd s intent, it was suqqested that the paragraph be reworded: '~ -~
~oard suppor'ts the restriction of donations to be accepted by the ' '~ -',~ to the
fo!lowing..." Member' Gi!lett modified his previous motion to include this revision:
Member' Becke! seconded the modified motior~. The vote was as follows:
Ayes: Ail members pr'esent voted aye.
Noes: None.
t' ~ ..... -. · .
~rec::or Sveinsson wil~ discuss the ~o~ution with City Manager Carroll The Board
disc:ussed possible methods of informing the public: r'e: the resol_~tion.
~'~.n discussion of short term q~: ..... ~,. it was reported that the Library Boar'd~q_ reouest~ to
add t. wo alternate positions to the Board would be considered by Council at the ~une 2,
~.~.o meetinq= ~ ~o~.~d compiled a liq~ of iFu~lv~k~a~ tO q~OgmS~' tO Cok~ncit to serve
as alternates and to fill Place 2. Boar'd members agreed to c:ontact 'these people to see
if they would be ~r~ere~.t. ed in servi
The Board then began a "brainstorming session" re: goals and objectives. Topics
Policies: Develop a Mission Statement..
Review and update the Selection Policy.
Review and update the Meeting Room F'olicy (new fac:ilit¥).
Services: Support recommendation for sufficient staffing to allow expanded
service hoL~rs.
Support recommendation for sufficient staffing to allow manning of the
Reference Desk (new facility).
Materials: Recommend phasing out the toy and puzzle collections, or least strictly
limit to educational toys for' home use only.
Recommend the expansion of the following collections:
audio cassette
videocassette
Young Adult f~_~.~on.
Recommend updating the nonfiction collection in the areas of hobbies and
home decoratincj.
r~ecc, mm~no star'tir~g a collection of $'it~s published in other languages.
Recommend sec:urinc] portable videocassette players (for u~uu~.t~on
Back issues of periodicals on
microfilm or fiche (such as
Information Acc:ess~ s Magazine
Col lection.
Video pr'oduction equipment.
Photocopier (new coin-op).
Special Proiects: Investigate use of cable station for library broadcasts
(storytimes, etc.).
Microfilm local newspapers.
It was decided that "brainstorminq" ~;ould be continued at the June meeting. Formal
definition of goals and ...... · and seU'ing of priorities and time!ines ~c, uld follnw
the br~ainstorming process.
Member Beckel moved to adjour'n the meeting. Member' Gillett seconded the motion. The
vote was as follows:
Ayes: All members present voted aye.
Noes: None.
The meeting ~,¢as ad~iour'ned at 9:41 p.m.
....... . ~,h_.~ r man
James W. Al~ha~,
, ,E,~O=UT iON
A RESOLUTION OF THE LIBRARY BOARD OF THE CITY OF THE COLONY,
DENTON COUNTY, TEXAS, RFGARDING THE ACCEP]'ANCE OF DONATIONS BY
THE LIBRARY.
WHEREAS~ The Colony F'ublic Library is currently in a small facility
with limited shelving and stor'age space; and
WH£R£AS~ the development of the Library's collection of materials
must be carefully managed in order to pr'ovide, within this limited space,
appropriate and current informational, educational, and recreational
resources for- the community; and
WHE~EA8~ a large propor'tion of the materials donated to the Library
cannot be used to full advantage in the collection due to out-dated
information, duplication of current holdings, or poor physical condition;
and
F,-~. . . . is .
WH.:REAo~ Library use, and therefore staff workload, steadily
increasing;
WHEREAS, construction of the new Library facility has just begun;
NOW, THEREFORE, BE i T RESOLVED BY ~ HE L ~ E RAR~ BOARD OF
. ~F~' ~'" TEXAS:
]'HE CITY OF THE
That the Library Board supports the restriction of donations to be
accepted by the Library from this date forward until such time as the
Board determines that the Library has both the space and the staff to
handle a full range of donations to the following:
Materials published within the last three year's.
Literary classics that are in good physic:al condition.
Backissues of periodicals on the Library's current subscription list.
Monetary donations (ex: for the purchase of materials, periodical
subscriptions, and equipment)
Other' items at the discretion of the Director of Library Services.
..... ~' ~P..RO,.E~.'-"P' ~-n nfl _ ~'~ _ . of May~ 1986.
FASoE:~ and _ fhe ~:nd day ..
ATTEST:
Jo. ~-'~ei nsson, Secretary
MINUTES OF THE LIBRARY BOARD
OF THE
CITY OF THE COLONY
JUNE 26, 1986
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:
George Gillett Place 1
Norman Adeler Place 4
Ann Beckel Place 5
Also present was:
Joan L. Sveinsson, Director of Library Services
Absent was:
James Althaus Place 3
Place 2 is vacant.
With three members present, a quorum was established. Vice-Chairman Beckel called the
meeting to order at 7:40 p.m.
The minutes of the May 22, 1986, regular session were presented. Member Gillett moved
to accept the minutes as presented. 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 had a total of 8,247 library card-holding patrons and 21,250 items
as of the end of May 1986, including the books and records listed and in storage.
2) In May, the Library circulated 3,991 items, 2~573 patrons visited the Library,
556 people attended on-site and off-site library programs, and revenue of $589.98
was collected.
Member Gillett noted that the statistics re: telephone calls show very little change
compared to June 1985, where statistics in other categories show a lot of change.
Member Adeler stated that only so many calls can get in on two lines. Director
Sveinsson stated that no addition of public lines is planned; the lines are not
constantly busy. She reported that if calls increased, the additional workload on the
staff would create difficulties. She also mentioned that the volunteers do not always
keep an accurate count on the number of calls received.
In discussing the problems with recording door count, it was asked if a materials
security system would include a counter to record the door count. Director Sveinsson
reported that such a feature could be included.
Member Adeler asked if the Library had enough volunteers and Director Sveinsson
reported that more volunteers are needed.
4) A suggestion has been received from members of Council to revive the "Movies in
the Park"~ using NTLS films and having the Friends run a concession stand. The
logistics are being researched.
5) re: status of the Denton County Library funding proposal.
Director Sveinsson requested that the Board move the July meeting date from the 24th as
the Public Library Administrators of North Texas are holding a meeting on the 24th.
Member Gillette moved that the meeting be moved to the 17th; Member Adeler seconded the
motion and the vote was as follows:
Ayes: All members present voted aye.
Noes: None.
Director Sveinsson presented a report re: the Library's FY 1986-87 Budget Request.
Member Adeler moved to table discussion of long and short term goals to a special
session to be held at 10:00 a.m. on July 14, 1986. The motion was seconded by Member
Gillett and the vote was as follows:
Ayes: All members present voted aye.
Noes: None.
The Board asked that Director Sveinsson obtain copies of Mission Statements from other
libraries.
Member Gillett 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 9:22 p.m.
A~n Beckel, Vice- ·
J~an L. Sveinsson~ Secretary
MINUTES OF THE LIBRARY BOARD
OF THE
CITY OF THE COLONY
JULY 14, 1986
A SPECIAL SESSION of the Library Board of the City of The Colony, Texas, was called to
order at 10:17 a.m. with the following members being present:
George Gillett Place 1
James Althaus Place 5
Norman Adeler Place 4
Ann Beckel Place 5
Also present was:
~oan L. Sveinsson, Director of Library Services
Member absent:
Lowell Barton Place 2
With four members present, a quorum was established. Chairman Althaus called the
meeting to order at 10:17 a.m.
The Board resumed the "brainstorming session" begun at the May meeting, expanding the
areas discussed to the following list:
Policies: Develop a Mission Statement.
Review and update the 8election Policy.
Review and update the Meeting Room Policy (new facility).
Review and update "Problem Patron" policy (include unattended children, food
& beverage, clothing (shoes required, no wet swimwear, smoking)
Review and expand Donations Policy to cover materials, equipment, and
furnishings.
Review and update program participation policy (age levels, parental role)
Develop policy for use of conference room (new facility).
Develop policy for use of typing room (new facility).
Develop policy/procedure for retention of periodicals.
Develop policy re: telephone reference service, esp. in regard to directory
information.
Review usage fees for equipment (16mm projector, slide projector, cassette
recorders) -- research legal aspects.
Develop policy re: toys, puzzles, games -- at home use only.
Develop exhibit/display policy.
Services: Support recommendation for sufficient staffing to allow expanded service
hours.
Support recommendation for sufficient staffing to allow manning of the
Reference Desk (new facility).
Support recommendation for sufficient staffing to allow expansion of
programs (see Programs section below).
Establish a computer lab.
Expand materials collection (see Materials section below).
Establish a homework center/lab (Denton P L).
Public access typewriters (coin-op?).
Add a 2nd coin-op copier.
Toddler materials.
Government documents.
Vertical File (pamphlets~ clippings, etc.; add examples of Braille
materials).
Recommend updating the nonfiction collection in the areas of:
hobbies.
home decorating.
Recommend starting a collection of titlll published in other languages.
Recommend securing portable vtdmocassette players (for circulation) through
NTLS.
Recommend expanding the reference collection by adding: Texas State Statutee.
~everse directories (Polks~ Coles).
Maps (including topo~s).
Globe(s).
Recommend starting a puppetry colllction (scripts and puppets) to be used
for programming (see Program section below).
Recommend creating a Travel Pamphlet File (using Girl/Boy Scouts to write
for and help process the materials).
Recommend starting a 16mm file collection.
Recommend starting a "Books on Tape" collection.
Recommend starting a computer mo~twarl collection (for in-house or
circultion).
Recommend that selected periodicals be circulated.
Staffing: Recommend addition of posittonsl
Oirculatton Supervisor.
Olmrk(s) (circulation; processing).
Re~ermnce Librarian.
Ohildren's Services Librarian.
Page(s).
Video production.
Computer lab aide.
Consider recruitment and training o{ volunteers.
Budget: Recommend addition of capital items:
Mtcroftlm/~lche reader/printer.
Automated circulation system.
Materials security system.
Back issues of periodicals on mtcro~ilm or fiche (such as Information
Accesses Magazine Collection).
Video production equipment.
Add a 2nd photocopier (coin-op).
Additional {ils cabinets.
Additional shelving.
Additional study carrmlls and table~.
Pro~ectorsl opaque! overhead.
Public access microcomputmr~ (NTLS?)
Public access typewriters (coin-op).
Video inspection equipment.
16mm film inspection and repair equipment.
Audio cassette repair equipment.
Tmlephone answering machine.
Dial-a-Story equipment.
~eading machines for the visually impaired.
Puppet stage.
Recommend addition of a private telephone line (new facility).
Recommend subscription to on-line data bases.
English as a Second Language classes.
G.E.D. tutoring.
Adult literacy tutoring,
Adult programs (cooperate with P.A.R.D. when feasible):
Book revlewa,
Guest authors,
Landscape/gardening (county extension agent).
Cooking demonstrations,
Computer classes,
Home repair,
Fiahtng techniques apeaker,
Parenting,
Extenaion classes -- college level (NTUI TWU; Cook Co. Community College;
Collin County Community College)
Prenatal or Lamaze classes,
Travel programs,
Fund Raising: Benefit reception with celebrity gueat (a la Irving P.L.).
Solicit sponsors for special programs/services (ex: leased book
collections.)
"Scrounging" from other organizations (universities~ businesses~ etc.)
for' used equipment,
Solicit contributions through water bills,
Establish permanent fund-raising committee (initiate appropriate
amendments to Friends By-laws and Board Rules of Procedure).
Special Projecks: Investigate use of cable station for library broadcasts (storytimes~
etc.).
Mtcro~tlm local newspapers,
Recommend building expansion,
Set up a computer lab.
Suggest a "Booka-On-Tape" leasing program to vendors.
Assist Friends with Building dedication,
The Board agreed to conkinue discussion of the goals and objectives and the setting
priorities and timelines at the July 14~ 1986 regular session.
Director Sveinsson gave a brief update re: the budget process~ especially in relation
to personnel requests.
Member Gillett 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 addourned at 12:48 p.m. __~~~~~~~_ ___ ~ ~"~-~-'~? ..... _
~es W. Althaus~ Chairman
__._~._ k ......
Secretary
MINUTES OF THE LIBRARY BOARD
OF THE
CITY OF THE COLONY
JULY 17, 1986
A REGULAR SESSION of the Library Board of the City of The Colony, Texas, was called to
order at 7:38 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
Absent were:
George Gillett Place 1
Lowell Barton Place 2
With three members present, a quorum was established. Chairman Althaus called the
meeting to order at 7:38 p.m.
The minutes of the June 26, 1986, 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.
Director Sveinsson presented the monthly status report. It included the following:
1) The Library had a total of 8,421 library card-holding patrons and 21,020 items
as of the end of June 1986, including the books and records listed and in storage.
2) In June, the Library circulated 5,069 items, 3,135 patrons visited the Library,
224 people attended programs or meetings in the library, and revenue of $323.61
was collected.
The Board discussed the variety of videos being provided in the NTLS video packets.
Director Sveinsson also reported:
1) re: the opening of the new Irving Public Library Central facility and plans for
their fund-raising celebration.
2) re: the hiring of a page (temporary, ten-week, position).
3) re: the budget process.
4) she will be attending the Index: Education conference at InfoMart in August.
The Board considered a resolution supporting the proposal for funding of public library
services by Denton County. Member Beckel moved to pass the resolution. Member Adeler
Review and expand D~flt~i~M§ Policy to cover materials, equipment, and
furnishings.
Review and update program participation policy (age levels, parental role)
Develop policy for use of conference room (new facility).
Develop policy for use of typing room (new facility).
Develop policy/procedure for retention of periodtcale.
Develop policy re: telephone reference service, esp. in regard to directory
information.
Review usage fees for equipment (16mm projector, slide projector, cassette
recorders) -- research legal aspects.
Develop policy re: toys~ puzzles~ gamma -- at home use only.
Develop exhibit/display policy.
Services: Support recommendation for sufficient staffing to allow expanded service
hours,
Support recommendation for sufficient staffing to allow manning of the
Reference Desk (new facility).
Support recommendation for sufficient staffing to allow expansion of
programs (see Programs section below).
Establish a computer lab.
Expand materials collection (see Materials section below).
Establish a homework center/lab (Denton P L).
Public access typewriters (coin-op?).
Add a 2nd coin-op copier,
Dial-A-Story.
Kits for sick children.
"Pony Express": delivery to the homebound.
Expand community bulletin board to include notices of educational and
cultural events in Dallas (ex.: Dallas Community College District events).
Establish an on-line data base search service.
Establish an an information and referral service (referral to other
agencies).
Establish an illustration index.
Materials: Recommend phasing out the toy and puzzle collections, or least strictly
limit to educational toys for home use only.
Recommend the expansion of the following collections:
audio cassette
videocassette (instructional)
Young Adult fiction.
Automotive maintenance.
8.E.D. study materiale.
Texas history.
Telephone directories,
College catalogs.
Toddler materials.
8overnment documents.
Vertical File (pamphlets, clippings, etc.; add examples of Braille
materials).
Recommend updating the nonfiction collection in the areas of:
hobbies.
home decorating.
Recommend starting a collection of titles published in other languagee.
Recommend securing portable videocassette players (for circulation) through
NTLS.
Recommend expanding the reference collection by adding:
Texas 8tate Btatutes.
Reverse directories (Polks, Coles).
Maps (including topo's).
Staffing: Recommend
Circulation Supervieor.
Clerk(s} (circulation; processing).
Re~erence Librarian.
Children's Services Librarian.
Page(s).
Video production,
Computer lab aide,
Volunteer coordinator,
"Public Relations" (shared with other departments).
Consider recruitment and training of youth and adult volunteere,
Budget: Recommend addition of capital tteme:
Microfilm/fiche reader/printer.
Automated circulation eystem,
Materials security syetem.
Back issues of periodicals on micro~tlm or fiche (such as Information
Access's Magazine Collection).
Video production equipment.
Add a 2nd photocopier (coin-op).
Additional file cabinets.
Additional shelving.
Additional study cattails and tables.
ProJectorsl opaque! overhead.
Public accese microcomputers (NTLS?)
Public access typewriters (coin-op).
Video inspection equipment,
16mm ~ilm inspection and repair equipment.
Audio cassette repair equipment.
Telephone anewertng machine.
Dial-a-Story equipment.
Reading machines for the visually impaired.
Puppet stage,
Kroy lettering machine.
Portable light table.
Printing calculators.
Recommend addition of a private telephone line (new +acility).
Recommend subscription to on-line data bases.
Recommend change in handling of payment received for' lost or damaged
materials ~or the purchase o6 replacements.
Recommend budget to provide for expenses incurred in other sections.
(sta~{tng~ matertals~ programs~ servtcee~ special projects~ etc.)
Recommend increase in budget for Education and Training.
Recommend a program budget (supplies~ speaker expenses~ etc.)
Keep library salaries competitive.
Programs: Preschool Storyttme (need regular volunteers),
Additional {llm programs (including Movies in the ParkI Movies in the Pool?),
Puppet shows,
Exhibits/displays (art, collections).
Cable programs.
Toddler storytimes (ages 1-1/2 to 5).
Children's theater.
Reader's theater.
Pajama/Bed-y-bye etoryttme,
Increase children's programming.
Consider Excursion events (co-sponsored with P.A.R.D. for j~. high age --
Dallas museums~ etc,)
Contests (key into historical events).
Home repair,
Fishing techniques speaker,
Parenting,
Extension classes -- college level (NTU; TNU~ Cook Co. Community College;
Collin County Community College)
Prenatal or Lamaze classes.
Travel programs.
Fund Raising: Benefit reception with celebrity guest (a la Irving P.L.).
8oltctt sponsors for special programs/services (ex: leased book
collections.)
"Bcrounging" ~rom other organizations (universities~ businesses~ etc.)
+or used equipment.
Solicit contributions through water bills.
Establish permanent ~und-ratstng committee (initiate appropriate
amendments to Friends By-laws and Board Rules o+ Procedure).
Special Projects: Investigate use o6 cable station +or library broadcasts (storytimes~
etc.).
Micro~tlm local newspapers.
Recommend building expansion.
Set up a computer lab.
Suggest a "Booka-On-Tape" leasing program to vendors.
Assist Friends ~ith Building dedication.
Establish a library young adult advisory board.
Member Adeler moved to adjourn the meeting, Member Beckel seconded the motion. The
vote was as +ollo~s:
Ayes: All members present voted aye.
Noes: None.
The meeting ~as addourned at 8:59 p.m.
Oam~s~t~. Althaus., Chairman
an L. Sveinsson~ Secreta y
RESOLUTION
A RESOLUTION OF THE LIBRARY BOARD OF THE CITY OF THE COLONY OF DENTON,
TEXAS, SUPPORTING THE PROPOSAL FOR FUNDING OF PUBLIC LIBRARY SERVICES
BY DENTON COUNTY.
WHEREAS, Denton County is the 4th fastest growing county in the country; and
WHEREAS, this rapid growth has resulted in rapid demand for improved services,
including public library service; and
WHEREAS, the taxpayers of the cities in Denton County should not be expected to
fund public library service provided to patrons residing outside their city limits
without restitution; and
WHEREAS, the Library Board of the City of The Colony, Texas, supports the
continuation of the provision of public library service to Denton County residents
upon the receipt of County funding for this purpose;
NOW, THEREFORE, BE IT RESOLVED BY THE LIBRARY BOARD OF THE CITY OF THE COLONY,
TEXAS:.
That the Commissioners Court of Denton County approve the proposed request that
Denton County contribute to the financial support of public library service provided
by the cities of the County as presented to the Court on Tuesday, May 13, 1986, and
that the level of funding be determined in accordance with the comprehensive needs
of the County.
PASSED and APPROVED on the 17th day of July, 1986.
MINUTES OF THE LIBRARY BOARD
OF THE
CITY OF THE COLONY
AUGUST 28~ 1986
A REGULAR SESSION of the Library Board of the City of The Colony, Texas, was called to
order at 7:44 p.m. with the following members being present:
George Gillett Place I (arrived 8:35 p.m. due to business)
Lowell Barton Place 2
James Althaus Place 3
Norman Adeler Place 4
Ann Beckel Place 5 (departed 8:41 p.m. due to personal business)
Also present were:
Joan L. Sveinsson, Director of Library Services
Marlene Poole, Councilman
Dell Holmes, President, Friends of The Colony Public Library
Pat Holmes, Vice-President, Membership, Friends of The Colony Public Library
The minutes of the July 14, 1986, special session were presented. Member Beckel moved
to accept the minutes as presented. 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 had a total of 8~528 library card-holding patrons and 21~376 items
as of the end of July 1986~ including the books and records listed and in storage.
2) In July~ the Library circulated 5,944 items~ 3~478 patrons visited the Library~
177 people attended programs or meetings in the library, and revenue of $353.40
was collected.
Director Sveinsson also reported:
1) re: the campaign to secure Denton County library funding. The Commissioners have
informedd library representatives that the County is facing a steep tax rate increase
and suggested that the library community inform the public that the library funding is a
small part of the County's budget. The proposed library funding is 38/100 of one cent
of the tax rate. The public hearing on the tax rate is scheduled for September 15~
1986.
In response to Member Barton's request, Director Sveinsson outlined the Library's
funding sources, including the services and benefits from the State Library System.
Chairman Althaus and Director Sveinsson also presented a brief description and history
of the North Texas Library System.
2) re: concern about proposed cuts in the State Library's budget.
The Board reviewed the fund seeking packet and made suggestions for improving the
format and the content.
Friends President Holmes volunteered to produce clean masters for the charts from the
Policies: Develop a M~§§~ ~8~@m~,
Review and update the Selection Policy.
Review and update the Meeting Room Policy (new facility).
Review and update "Problem Patron" policy (include unattended children, food
& beverage, clothing (shoes required, no wet swimwear, smoking)
Review and expand Donations Policy to cover materials, equipment, and
furnishings.
Review and update program participation policy (age levels, parental role)
Develop policy for use of conference room (new facility).
Develop policy for use of typing room (new facility).
Develop policy/procedure for retention of periodicals.
Develop policy re: telephone reference service, esp. in regard to directory
information.
Review usage fees for equipment (16mm projector, slide projector, cassette
recorders) -- research legal aspects.
Develop policy re: toys~ puzzles~ gamee -- at home use only.
Develop exhibit/display policy.
Services: Support recommendation for sufficient staffing to allow expanded service
hours,
Support recommendation for sufficient staffing to allow manning of the
Reference Deck (new facility).
Support recommendation for sufficient staffing to allow expansion of
programs (see Programs section below).
Establish a computer lab.
Expand materials collection (see Materials section below).
Establish a homework center/lab (Denton P L).
Public access typewriters (coin-op?).
Add a 2nd coin-op copier.
Dial-A-Story.
Kits for sick children.
"Pony Express": delivery to the homebound.
Expand community bulletin board to include notices of educational and
cultural events in Dallas (ex.: Dallas Community College District events).
Establish an on-line data base search service.
Establish an an information and referral service (referral to other
agencies).
Establish an illustration index.
Materials: Recommend phasing out the toy and puzzle collections, or least strictly
limit to educational toys for home use only.
Recommend the expansion of the following collections:
audio cassette
vtdeocassette (instructional)
Young Adult fiction.
Automotive maintenance.
8.E.D. study materials.
Texas htetory.
Telephone dtrectortee.
~ollege catalogs,
Toddler materials.
8overnment documents.
Vertical File (pamphlets, clippings, etc.; add examples of Braille
materials).
Recommend updating the nonfiction collection in the areas of:
hobbies.
home decorating,
Recommend starting a collection of titles publtehed in other languages.
Recommend starting a COapg~O~ JO~Wa~O COllOC~iOn (for in-house or
circultion).
Recommend that selected periodicals be circulated.
Recommed starting a framed art print collection (for circulation).
Staffing: Recommend addition o~ postttonsl
Circulation Supervisor.
Clerk(s) (circulation~ processing).
Re~erence Librarian.
Children's Services Librarian.
Page(s).
Video production.
Computer lab aids.
Volunteer coordinator.
"Public Relations" (shared with other departments).
Consider recruitment and training o~ youth and adult volunteers.
Budget: Recommend addition of capital items:
Mtcro~tlm/~tche reader/printer.
Automated circulation system.
Materials security system.
Back: issues of periodicals on mtcro~ilm or fiche (such as Information
Access's Magazine Collection).
Video production equipment.
Add a 2nd photocopier (coin-up).
Additional ~ile cabinets.
Additional shelving.
Additional study carrelle and tables.
Projmctorel opaque! overhead.
Public access microcomputers (NTLS?)
Public access typewriters (coin-up).
Video inspection equipment.
16mm ~tlm inspection and repair equipment.
Audio cassette repair equipment.
Telephone answering machine.
Dial-a-Story equipment.
Reading machines for the visually impaired.
Poppet stage,
Kroy lettering machine.
Portable light table,
Printing calculators.
Recommend addition of a private telephone line (new facility).
Recommend subscription to on-line data bases.
Recommend change in handling of payment received for lost or damaged
materials ~or the purchase o~ replacements.
Recommend budget to provide for expenses incurred in other sections.
(sta~tng~ materials~ programs~ servtces~ special projectst etc.)
Recommend increase in budget for Education and Training.
Recommend a program budget (supplies~ speaker expenses, etc.)
Keep library salaries competitive.
Programs: Preschool Storytime (need regular volunteers),
Additional ~ilm programs (including Movies in the Pa~k; Movies in the Pool?).
Puppet shows.
Exhibits/displays (art, collections).
Cable programs.
Toddler storytimes (ages 1-1/2 to 3).
Cooking demonstrations.
Computer classes.
Home repair.
Fishing techniques speaker.
Parenting.
Extension classes -- college level (NTU; TWU; Cook Co. Community College)
Collin County Community College)
Prenatal or Lamaze classes.
Travel programs.
Fund Raising: Bmne{tt reception with celebrity guest (a ia Irving P.L.).
Solicit sponsors ~or special programs/servtcee (ex: leased book
collections.)
"Scrounging" {rom other organizations (universities~ businesses, etc.)
for used equipment.
Solicit contributions through water bills.
Establish permanent ~und-ratstng committee (initiate appropriate
amendments to Friends By-laws and Board Rules of Procedure).
Special Projects: Investigate use o4 cable station for library broadcasts (storytimes~
etc.).
Micro{tim local newspapers.
Recommend building expansion.
Set up a computer lab.
Suggest a "Books-On-Tape" leaeing program to vendors.
Assist Friends with Building dedication,
Establish a library young adult advisory board.
Member Adeler moved to adjourn the meeting. Member Gillett seconded the motion. The
vote was as follows:
Ayes: All members present voted aye.
Noes: None.
The meeting was adjourned at 10:37 p.m.
3ames W. Althaus, Chairman
· Sveinsson, Secretary
MINUTES OF THE LIBRARY BOARD
OF THE
CITY OF THE COLONY
SEPTEMBER 30, 1986
A REGULAR SESSION of the Library Board of the City of The Colony, Texas, was
called to order by Vice-Chairman Beckel at 7:55 p.m.
Members present:
George Gillett Place I (absent From 8:22 p.m. to 8:36 p.m. due to business)
Lowell Barton Place 2 (arrived 8:05 p.m. due to business)
Norman Adeler Place 4
Ann Beckel Place 5
Also present:
doan L. Sveinsson, Library Director
Absent:
dames W. Althaus Place 3
Member Adeler moved to table approval of minutes from the duly and August
regular sessions. Due to erasure of one of the tapes and to her attendance at
Commissioners Court, Director Sveinsson was not prepared to present them at
this time. Member Gillett seconded the motion and the vote was as follows:
Ayes: All members present voted aye.
Noes: None.
Director Sveinsson reported that Chairman Althaus is making very good progress
in recuperating from his surgery and adapting to his kidney transplant.
The Board discussed the meeting schedule for November and December; regular
meeting dates fall on Thanksgiving Day and Christmas Day. Member Gillett moved
to hold the November meeting on Thursday, November 20, 1986. Member Adeler
seconded the motion and the vote was as follows:
Ayes: All members present voted aye.
Noes: None.
Member Adeler moved to hold the December meeting on Tuesday, December 2, 1986.
Member Gillett seconded the motion and the vote was as follows:
Ayes: All members present voted aye.
Noes: None.
The Board discussed appointment of the Lay Representative and Alternate Lay
Representative to the North Texas Library System. Member Gillett moved to
appoint Member Barton as Lay Representative and Chairman Althaus as Alternate
Lay Representative. Member Adeler seconded the motion and the vote was as
follows:
Ayes: All members present voted aye.
Noes: None.
Member Gillett moved to table election of Chairman and Vice-Chairman to the
n~K ..... ~ M~mh~r Rmrtnn mmrnnd~d the motion and the vote was as
Director Sveinsson presented the monthly status report. It included the
following:
l) The Library had a total of 8,648 library card holding patrons and
21,496 items as oF the end of August 1986, including the books and records
listed and in storage.
£) in August, the Library circulated 4,635 items, 2,882 patrons visited
the Library, 26? people attended on-site and off-site library programs, and
revenue of $ 282.6? was collected.
Director Sveinsson also reported that water was Found soaking the carpeting in
Front of the rest rooms and re: the work of the plumber in trying to trace down
the problem.
The Board discussed intellectual freedom concepts and the role of parents in
guiding their children in the selection of reading materials. Member Lowell
requested background information re: instances of censorship impacting public
libraries.
Director Sveinsson reported that the Library has submitted an application for a
16mm projector minigrant from the North Texas Library System, which, if
received, would provide one (1) 16mm projector for the Library to use in-house
and/or to circulate. She also reported that the System is now allowing
individuals to check out 16mm films through member libraries. The Board
discussed limiting the currently owned 16mm projector to use for in-house
programs and using the grant projector, if received, for circulation, dropping
the rental program.
Director Sveinsson also reported that she was elected to serve as Chair of the
Denton County Library Advisory Board at the September 1986 meeting, and that,
as spokesperson for that Board, she has attended the Commissioners Court budget
deliberations and public hearings re: the FY ~986-87 budget and tax rate.
Director Sveinsson presented revisions to the Library Policy Manual which
incorporate the Library's media policies into the main Policy Manual. She also
presented the new media contract covering videocassettes, videocassette
players, video games, and 16mm Films, and discussed its implementation. Member
Barton moved to approve the proposed revisions to the Policy Manual. Member
Adeler seconded the motion and the vote was as follows:
Ayes: All members present voted aye.
Noes: None.
Director Sveinsson presented a report on the activities of the Fund raising
committee. Chairman Althaus and Director Sveinsson met with a representative
of the Communities Foundation of Texas. The Foundation does not have funds
available this year, but their representative did critique the packet that the
committee had compiled. Chairman Althaus and Director Sveinsson have discussed
an approach to researching other funding organizations; this approach will
require heavy involvement on the part of Board members. Chairman Althaus is
planning to compile the results oF his review of the Directory pf Texas
Foundations. Board members will research and initiate contact with
Foundations, beginning with those which show libraries as a high priority in
their Funding history. Board members will also draft Funding proposals for
equipment and programs. The members of the Board expressed support for
this approach and a willingness participate in this project. It was noted that
this search will take time to implement and will therefore be unlikely to
result in Funding that will assist with the initial Furnishing and equipping of
the new library facility -- therefore, the proposal for the use of the County
Member Gillett moved to adjourn the meeting. Member Adeler seconded the motion
and the vote was as follows:
Ayes: All members present voted aye.
Noes: None.
The meeting was adjourned at 9:35 p.m.
~ec~J 1 ,- V i ce-Cha i rman
/~o~n I[. Sveinsso~, Sec~eta~ry v
HINUTEB OF THE LIBRARY BOARD
OF THE
CITY OF THE COLONY
OCTOBER I~ 19B~
A SPECIAL SEGBION of the Library Board of the City of The Colony, Texal~ wal cancelled
due to the fact not enough members were going to be able to attend to conmtttute a
quorus,
OF THE
CiTY OF THE COLONY
OCTOBER 23, 1986
A REGULAR SESSION of the Library Board of the City of The Colony, Texas, was
called to order by Chairman Althaus at 7:4! p.m.
Members present:
George Gillett Place t
Lowell Barton Place £
dames W. Althaus Place 3
Norman Adeler Place 4
Ann Beckel Place 5
Cathi Koelling Alternate !
Also present:
doan L. Sveinsson, Library Director
Member Beckel moved to approve the minutes of the duly i7, 1986 regular
session. Member Barton seconded the motion and the vote was as follows:
Ayes: All members present voted aye.
Noes: None.
Member Adeler moved to approve the minutes of the August £8, 1986 regular
session. Member Gillett seconded the motion and the vote was as follows:
Ayes: All members present voted aye.
Noes: None.
Board Alternate Cathi Koelling was introduced to the members of the Board.
Member Gillett reported the Mayor's inquiry to the contractor re: the
possibility of completing the new library facility first in order to get the
Library moved out of its rental Facility.
Chairman Althaus opened the floor For nominations for Chairman. Member Beckel
nominated Member Althaus. Member Barton seconded the nomination. Member
Adeler moved to close the nominations. Member Gillett seconded the motion and
the vote was as Follows:
Ayes: All members present voted aye.
Noes: None.
The nominations closed, the vote for Member Althaus as Chairman was as follows:
Ayes: All members present voted aye.
Noes: None.
Chairman Althaus opened the Floor for nominations for Vice-Chairman. Member
Barton nominated Member Adeler; Member Adeler declined the nomination. Member
Adeler nominated Member Gillett. Member Barton seconded the nomination.
Member Beckel moved to close the nominations. Member Barton seconded the
motion and the vote was as Follows:
Ayes: All members present voted aye.
l) The Library had a total of 8,?66 library card holding patrons and
21,418 items as of the end of September 1986, including the books and
records listed and in storage.
2) In September, the Library circulated 3,986 items, Z,679 patrons visited
the Library, 128 people attended on-site and off-site library programs, and
revenue of $ £89.62 was collected.
Member Gillett inquired re: the increase of incoming calls in September;
Director Sveinsson attributed this increase to inquiries from new residents re:
hours and services.
The Board discussed the volunteer shortage and the heavy hours being given by
the current active volunteers. Director Sveinsson is hoping to begin a drive
to recruit new volunteers and workshops to train them; however, she has not had
time to develop these plans due to a heavy workload complicated by having to
fill in at the circulation desk due to the volunteer shortage.
Member Adeler inquired if the statistic for library card holders is being
adjusted For inactive cards. Director Sveinsson reported that staff is
deducting for those card holders who the staff can identify as positively no
longer living in the area. Further definition re: inactive card holders would
be a labor-intensive task for which the Library is not now adequately staffed.
Implementation of an automated circulation system would allow the staff to keep
an accurate record for this statistic.
The Board discussed the need for an automated circulation system. Director
Sveinsson reported that there would probably not be enough F.F. & E. money to
fund such a system in addition to providing basic shelving and equipment.
Director Sveinsson also reported that she has submitted a proposal for the
expenditure of the County library funding, in which the circulation system
included. This proposal was submitted to City Manager Carroll, who has passed
it on Council. The Board discussed the impact on this funding if enough
signatures are gathered for a roll-back election. Consideration of this
proposal has not yet been placed on a Council agenda.
In response to an inquiry from Chairman Althaus, Director Sveinsson reported
that her meetings with furniture sales representatives have yielded several
layouts and invited the Board members to stop by her office to see them. She
also reported that Council is considering proposals from interior design firms
to develop the layouts, write the furniture specifications, and coordinate
color schemes for all three buildings.
The Board discussed prioritization and timelines of long and short term goals.
it was agreed to concentrate at this meeting on the short range goals needing
immediate attention, especially in relation to items connected with operations
in the new facility, it was decided to place development of policies for the
use of the meeting room, conference room, and typing room in the new library
facility as first priority, to be addressed at the November meeting. It was
decided to address update and revision of the selection policy at the December
meeting. Member Gillett offered to research future use of the cable station for
broadcasting library programs.
Member Gillett moved to adjourn the meeting. Member Beckel seconded the motion
and the vote was as follows:
Ayes: All members present voted aye.
Noes: None.
The meeting was adjourned at 9:0i p.m.
MINUTES OF THE LIBRARY BOARD
OF THE
CITY OF THE COLONY
NOVEMBER 20, 19B6
A REGULAR SESSION of the Library Board of the City of The Colony, Texas, was
called to order by Chairman Althaus at 7:50 p.m.
Members present:
George Gillett Place 1
Lowell Barton Place 2
James W. AIthaus Place 3
Norman Adeler Place 4
Ann Beckel Place 5
Cathi Koelling Alternate 1
Also present:
Joan L. Sveinsson, Library Director
Member Glllett moved to approve the minutes of the September 30, I986 regular
session. Member Beckel seconded the motion and the vote was as follows:
Ayes: All members present voted aye.
Noes: None.
Member Adeler moved to approve the minutes of the October 23, 1986 regular
session. Member Gillett seconded the motion 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:
l) The Library had a total of 8,878 library card holding patrons and
21,473 items as of the end of October 1986, including the books and
records listed and in storage.
2) In October, the Library circulated 4,165 items, 2,S62 patrons visited
the Library, 159 people attended on-site and off-site library programs, and
revenue of $ 339.94 was collected.
Member Gillett inquired re: Director Svetnsson's meeting with the auditors re:
the use of the Library's computer. Director Sveinsson explained that the
auditors needed to print out on paper that is too wide For the printer in the
Finance Dept., but which would fit in the Library's printer. She met with them
to explore using their software and data disks on the Library's computer. It
was determined that it would be better to connect the Library's printer to
Finance's computer to accomplish the desired result; however, the auditors did
not Follow up on this decision.
Director Sveinsson reported that Council will not consider her proposal re: the
expenditure of the County funding until it is determined if there will be a
County tax roll-back election, which probably wouldn't be known until danuary.
The roll-back election, if called for, could be held as late as M~rch. She
also reported that she has received the contracts re: the Funding from the
Oirector Svetnsson replied that, according to Shirley Kreuger, any funds
already issued before the roll-back will not have to be returned to the County.
Concern was expressed as to the fate of the funds when received if Council has
not already considered the proposal, it was decided that Chairman Althaus
should meet wlth City Manager Hall to express the Board's concern about the use
of the County funding for library services.
Member Barton e~haslzed the need for the Board to set Up an on-going lobbying
effort to keep both the City Manager and the Council tnforn~-d of the Board's
concerns.
in response to the Board's request at an earlier meeting for a tour of the new
library facility before tt is completed, Director Svetnsson reported that the
contractor's insurance will not allow the Board as a group to tour the site~
however, individual tours would be possible. Director Sveinsson asked that
members desiring a tour call her to schedule lt. She noted that such tours
would have to be scheduled in the daytime and that hard hats would be required.
Otrector Sveinsson and Friends of the Library President Holmes toured the
and photographed the facility today.
Director Sveinsson reported re: her meeting with Kathi Broaclwell of Branch
Taylor, the interior design firm Council has hired.
Director Sveinsson responded to a query from Member Beckel re: the circulation
period for t6mm films. These Films are booked through the North Texas Library
System and the circulation period is set by their booking office.
The Board turned their attention to the development of use policies for the
meeting room, conference room, and typing room in the new library facility.
Director Sveinsson had obtained a copy of the meeting room policies of 18 other
public libraries in North Texas and had compiled a packet, organized by topic,
that provided examples from each policy for each topic. The copies of the
packet were In the process of being collated by library staff. The Board
recessed at 8:20 p.m. to allow Director Svelnsson to assist the staff tn
collating the materials.
The 8oard reconvened at 9:00 p.m.
Member Barton co~lemented Director Svetnsson and the library staff on their
work in compiling this packet.
The Board began discussing the various topics to be included tn the policy~ it
was decided to go on a concensus basis, then vote on the total policy, the
following concepts were agreed upon:
1. Library priority: "Library activities have first priority In scheduling
of both the conference and meeting rooms~ all other users are to be scheduled
on a first-come, First-served basis."
2. Use o~ the room without reservation: "Use of the rooms without prior
reservations ts allowed only if the rooms are not in use and subject to other
restrictions in these rules and subject to the Director's discretion."
3. Publicity: "The Library does not handle publicity. A copy of any
publicity materlals should be furnished to the Library. in the event that
publicity concerning the meeting is circulated which lists the Library address,
this disclaimer should be included~ 'This event Is not sponsored by The Colony
Public Library'. Neither the name or address of The Colony Public Library may
be used as the official address or headquarters of an organization."
4. Smoking: "Smoking ts not permi'tted ". (By state law, smoking is not
nermiff~H in ~nv ~f ~h~ oublic areas of the butldina.) Chairman Althaus noted
Decisions on the topic "Types oF Groups" were postponed For Further research
and discussion. Member Gillett agreed to research the policy approved by City
Council For the new Recreation Center.
Due to the amount of discussion and decisions to be made on the policy and the
need to complete the policy as soon as possible, it was agreed to begin the
December 2, 1986 meeting at 7:00 p.m.
Member Beckel moved to adjourn the meeting. Member Adeler seconded the motion
and the vote was as Follows:
Ayes: All members present voted aye.
Noes: None.
The meeting was adjourned at 9:56 p.m.
Sveinsson, Secretary
MINUTES OF THE LIBRARY BOARD
OF THE
CITY OF THE COLONY
DECEMBER 2, 1986
A REGULAR SESSION of the Library Board of the City of The Colony, Texas, was called to
order by Vice-Chairman Gillett at 7:19 p.m.
Members present:
George Gillett Place 1
Lowell Barton Place 2
James Althaus Place 5 (absent from 7:27 p.m. to 7:46 p.m. Board business)
Norman Adeler Place 4
Cathi Koelling Alternate 1 (arrived 7:27 p.m.)
Also present:
Joan L. Sveinsson, Director of Library Services
Absent:
Ann Beckel Place 5
The minutes of the November 20, 1986, regular session were presented and corrected.
Chairman Althaus moved to accept the minutes as icorre~ted The motion was seconded by
Member Barton and the vote was as follows:
Ayes: Ail members present voted aye.
Noes: None.
Director Sveinsson presented the monthly status report. The November 1986 statistics
had not yet been compiled; they will be prasentedat the January session.
Director Sveinsson reported:
!) The new city staff Organization Chart has been approved by Council. The
Library Department now reports to the Assistant City Manager.
2) The Council has approved the Interlocal Agreement with Denton County for
library funding. Hopefully, the City will be in receipt of the first two
quarterly installments and the matching amount before the tax roll-back election,
if the election is held. Monies received before the election would not have to be
returned to the County. The Council does not want to consider Director
Sveinsson's proposal for the expenditure of the County funding until it is known
whether or not the roll-back election will take place.
3) Due to a possible shortfall in revenue, Council has placed a freeze on hiring
in new positions and on capital expenditures. Director Sveinsson has been
instructed to interview applicants for the Reference Librarian position, but to
explain to them that hiring may be delayed. It is hoped that a solution will be
found readily and the freeze lifted before she is ready to hire.
The Board directed Chairman Althaus to meet with City Manager Hall to communicate the
Board's concerns re: the handling of the County funding, to discuss the Board's
priorities, and to invite him to attend a Board meeting.
Director Sveinsson displayed plans of the new library facility, pointing out the color
and materials for the wall and floor coverings. Director Sveinsson also reported that
the color of the current shelving will not go with the colors for the walls and floor
coverings. The current shelving will need to be repainted in order to use it in the
new building. Member Barton reported that his company has electrostatic painting
equipment.
The Board recessed at 8:14 p.m. and reconvened at 8:23 p.m. with Chairman Althaus
presiding.
The Board continued the process begun in November of developing a policy for the use of
the meetinq and conference rooms in the new facility. Director Sveinsson will compile
the Board's-decisions into a policy to be presented at the next meeting for a vote. The
topics discussed included:
Definitions of types of programs allowed.
Application procedures, cancellations, scheduling.
Authority for approval of applications.
Charges for use.
Publicity re: use.
Set up, clean up, AV use, responsibility for damages, liability.
Supervision of children's activities.
Restriction from non-public areas of the library.
Reserving the right to have a staff member present.
Revocation of privileges.
Requests for exceptions to the policy.
Member Barton moved to adjourn the meeting. Member Gillett seconded the motion. The
vote was as follows:
Ayes: All members present voted aye.
Noes: None.
The meeting was adjourned at 10:55 p.m.
imes ................
~n L7 ~n~son, Secretary