HomeMy WebLinkAbout1987 Library Board MINUTES OF THE LIBRARY BOARD
OF THE
CITY OF THE COLONY
JANUARY 22~ 1987
A REGULAR SESSION oS the Library Board oS the City oS The Colony~ Texas~ was called to
order by Chairman Althaus at 7:18 p.m.
Members present:
George Gillett Place ! (arrived 7:4§ p.m.)
James Althaus Place 5
Norman Adeler Place 4 (arrived 7:27 p.m.~
Ann Beckel Place 5
Cathi Koelling Alternate 1
Joan L. Sveinsson~ Library Director
Absent:
Lo~ell Barton Place 2
The minutes oS the December 2~ 1986~ regular session were presented. Member Beckel
moved to accept the minutes as presented. The motion was seconded by Alternate
Koelling~ and the vote was as {ollo~s:
Ayes: All members present voted aye.
Noes: None.
Chairman Althaus reported to the Board re: his meeting with City Manager Hall. He
discussed ~ith City Manager Hall the Board's concerns re: the use oS the County {unding
and the {urnishing oS the new library ~acility. He also issued an open invitation to
City Manager Hall to attend Library Board meetings.
Chairman Althaus also reported that the Friends oS The Colony Public Library have
agreed to {und his travel expenses {or his participation in the Texas Library
Association Legislative Day next month. The purpose oS the Legislative Day is to
provide an opportunity {or library lobbyists to meet ~ith legislators and discuss
priorities and concerns re: library-related legislation ~ith these legislators.
Chairman Althaus participated in the {irst TLA Legislative Day which ~as held in 1986.
Chairman Althaus presented an update on the progress oS the North Texas Library System
towards achieving tull status as a non-pro{it entity enpowered by the State Library to
administer the System grant. The System needs to raise $190~000.00 be{ore the State
Library will recognize it as a non-pro{it system, The System has applied to six
{oundations {or grants oS $50~000.00 per ~oundation.
Director Sveinsson presented the monthly status reports {or November and December 198~.
The reports included the {clicking:
(1) The Library had a total oS 8~9~9 library card holding patrons as oS the end
oS November 198~ (18% increase ~rom November 19851 and had a total oS 9,020
card-holders as oS the end oS December 198~ (19% increase {rom December 1985).
(2) The Library had a total of 21,565 items as of the end of November 1988, and a
total of 21,665 items as of the end of December 1986. These totals include the
books listed and in storage.
(5) The Library circulated 5,590 items in November (9% increase over November
1985) and 2,779 items in December (24% increase over December 1985).
(4) In November, 2,26§ patrons visited the Library (15% increase over November
1985); in December, 1,850 patrons visited the Library (28% increase over December
1985).
(5) In November, 88 people attended activities in the Library; in December,
people attended activities in the Library.
(6) In November, revenue of $270.57 was collected; in December, revenue collected
was $288.85.
Director Sveinsson reported that December was busier than usual, but that during one
slower Saturday in early December, staff and volunteers were able to go through the
overdue files, pulling all those who should have had certified letters over the last
two years, Ca backlog that existed due to lack of staff to follow~ up on these
overdues). Staff searched the Library and verified which patrons needed letters sent
to them. During December and January, staff sent the certified letters. A variety of
responses have been received: some patrons have returned the materials and paid their
fines, others have paid for the lost materials, still others have moved and left no
forwarding address. Patrons who haven't responded to the letters are being turned over
to the municipal court.
Director Sveinsson also reported that the new procedures for circulation of
videocassettes are providing better tracking of these materials.
The new Reference Librarian, Janet Sapp, has been hired and will begin work on February
2, 1987. Nine librarians applied for the position, seven were interviewed.
Director Sveinsson still needs to post the Intern position and the Circulation
Supervisor position.
Director Sveinsson reported that the petition for the County tax roll-back election did
not have enough verified signatures to call the election. The taxpayers association is
reported to be planning court cases against the Commissioners. It is hoped that the
matching funds will be released, as well as the balance of the quarterly per capita
payments.
Director Sveinsson distributed Library Board notebooks to each Board member and
alternate. Each notebook contains sections for: Directories (city boards and staff),
City Code Chapter 11 (Library section), Library Board Rules of Procedure, Library
Policy Manual, Trustees Handbook, Goals and Objectives, Statistical Reports, and Forms
and Contracts. The Board members expressed their appreciation for the compilation of
these materials.
Director Sveinsson reported that City Manager Hall had requested that each department
head submit project ideas in preparation for the Council Retreat scheduled for January
24, 1987. Copies of the ideas submitted by Director Sveinsson were provided to the
Board members in their notebooks in the Goals and Objectives section.
Director Sveinsson also reported that the shelving contract has been awarded to
8. Madison Company for Aetnastack shelving. The contract includes repainting and
relocating the current 90" shelving; however, 8reg Madison has offered to provide all
new shelving in exchange for our current 90" shelving -- with no additional cost to the
City. The legal steps involved in accepting this offer are being researched.
G. Madison had the shelving contract for the TWU Library; the staff there gave him a
good recommendation. The color for the shelving is a custom color which Director
Sveinsson has approved. Library and office furniture specs are being developed.
Director Sveinsson has plans and color samples in her office and invited Board members
to view them after the meeting.
The Board reviewed the meeting room policy presented by Director Sveinsson. Director
Sveinsson had compiled the Board's decisions from earlier meetings into this document..
Corrections, additions, and deletions were made to correct typographical errors and to
clarify meaning. Member Gillett moved to adopt the policy as amended. Member Beckel
seconded the motion, and the vote was as follows:
AyesB All members present voted aye.
Noes: None.
A copy of the adopted policy is attached to these minutes and should be considered a
part of the minutes of this meeting.
Member Beckel moved to adjourn the meeting. Member 8illett seconded the motion, and
the vote was as follows:
Ayes: All members present voted aye.
Noes: None.
The meeting was adjourned at 9:12 p.m.
James W. Althaus, Chairman
Jo~n L. Sveinsson, Secretary
MINUTES OF THE LIBRARY BOARD
OF THE
CITY OF THE COLONY
FEBRUARY 26, 1987
A REGULAR SESSION of the Library Board of the City of The Colony~ Texas~ was called to
order by Chairman Althaus at 7:15 p.m.
Members present:
George Gillett Place 1
Lowell Barton Place 2
James Althaus Place 5
Norman Adeler Place 4
Ann Beckel Place 5
Cathi Koelling Alternate 1
Dot Lindquist Alternate 2
Also present:
Joan L. Sveinsson~ Library Director
Chairman Althaus welcomed Alternate Lindquist and introduced her to the members of the
Board.
Corrections to the minutes of the December 2~ 1986~ regular session were presented.
Member Adeler moved to accept the corrections to 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 minutes of the January 22~ 1987 regular session were presented. Member Beckel 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.
Chairman Althaus reported that the North Texas Library System Membership meeting is
scheduled for the following weekl he and Director Sveinsson will attend.
Chairman Althaus also reported that he was unable to attend the Texas Library
Association Legislative Day. He relayed reports he had gotten from attendees, and
explained the importance of lay people taking an active role in lobbying efforts.
Alternate Lindquist expressed an interest in participating in lobbying efforts at the
state level.
Chairman Althaus offered to make copies for the Board members of the schedule he had
received re: the Highway 121 bypass.
Director Sveinsson presented the monthly status report for January 1987. The report
included the following:
of January 1987 (17X increase from January [986).
(2) The Library had a total of 21,904 items as of the end of January 1987,
including the books listed and in storage.
(3) The Library circulated 3,914 items in January (SX increase over January
1986).
(4) In January, 2,616 patrons visited the Library (6% increase over January
1986).
(5) In January, 92 people attended activities in the Library.
(6) In January, revenue of $491.51 was collected (64% increase over January 1986).
Director Sveinsson reported re: status on the new library facility. The Council did
approve to exchange the current 90" shelving for all new shelving (in lieu of
repainting and relocating the existing shelving) at no change in the contract amount.
The shelving has been ordered and the building contractor has given the shelving
contractor March 20 as a delivery date. The bid specs for the library and office
furniture are being written. Director' Sveinsson described the furniture being
specified and displayed catalog photos and fabric samples.
Director Sveinsson pointed out highlights of the FY 1985-86 Annual Report to the Texas
State Library. The Library circulated 47,909 items and recorded 51~144 patron visits
during FY 1985-86. She noted that the State Library is using new population figures
(based on the 1984 Bureau of Census Estimates); the new figure will also include a per
centage of the County population. Director Sveinsson may have to submit an amended
report this summer if the Library's collection size fails short of the per capita
requirement.
Director Sveinsson reported that the City has received the second quarterly per capita
allottment from the County. Future allotments are still in limbo, as the taxpayers
association is still trying to force a tax rollback election.
The Library has again applied for a J. Frank Dobie Library Trust Award. The recipients
will be announced at the Texas Library Association Conference in April.
The City is advertising for the Library's Circulation Supervisor and Intern positions.
There has been a lot of interest in the Circulation Supervisor position.
Chairman Althaus, Member Adeler, Member Beckel, and Director Sveinsson reported re: the
Council Retreat. Chairman Althaus offered to make copies of the list of ideas
generated at the retreat for those members who were unable to attend.
The Board discussed the circulation of audio-visual equipment. Member Gillett moved to
recind the "Borrower's Policy on Loan of Audio-Visual Equipment Materials". Member
Adeler seconded the motion~ and the vote was as follows:
Ayes: All members present voted aye.
Noes: None.
Proposed additions to the Policy Manual regarding the circulation o~ 16mm pro~ectors
and other audiovisual equipment were discussed. These additions would include:
1. the requirement that a patron must either demonstrate proficiency with the
equipment or successfully complete instruction provided by the Library in the
operation of the equipment,
2. the limitation of one of each type of equipment per family per loan period,
a loan period of one day (due by closing of the Library the next open day
following check-out),
4. the provision for "booking" the equipment in advance,
5. an overdue fine of $10.00 per day with the fine not to exceed the replacement
cost of the equipment~
6. the maximum penalty for damage being the actual cost of repair, plus any
applicable shipping and handling charges, or the replacement cost~ whichever is
less.
Member 8illett moved to approve the proposed additions to the Policy Manual regarding
the circulation of 16mm prodectors and to include the circulation of the other'
audiovisual equipment in these additions. Member Beckel seconded the motion, and the
vote was as follows:
Ayes: All members present voted aye.
Noes: None.
Member 8illett moved to adjourn the meeting. Member Barton seconded the motion, and
the vote was as follows:
Ayes: All members present voted aye.
Noes: None.
The meeting was adjourned at 9:17 p.m.
? · j~ ~ mum, Chairman
a~n L. 8veinsson~ Secretary
MINUTES OF THE LIBRARY BOASD
OF THE
CITY OF THE COLONY
MARCH 2~ 1987
A REGULAR SESSION of the Library Board of the City of The Colony~ Texas~ was called to
order by Chairman Althaus at 7~02 p.m.
Members presentl
George Gillett Place 1
James Althaus Place ~ (departed 7~57 p.m. due to Lakeside Players rehearsal)
Cathi Knelling Alternate 1
Dot Lindquimt Alternate 2
Almo prementl
Joan L, Sveinsson~ Library Director
Dell Holmes~ President~ Friends of The Colony Public Library
Pat Holmes~ Vice-President~ Friends of The Colony Public Library
Members absentm
Lowell Barton Place 2
Norman Adeler Place 4
Ann Beckel Place )
The minutem of the February 2~ 19B?~ regular mession were presented, Member Gillett
moved to accept the minutem am premented, The motion was meconded by Alternate
Lindquist~ and the vote was am followsm
Ayesm All members prement voted aye,
Noee: None.
During Citizen's Input~ David Nelson~ )))6 Vance Street~ addressed the topic of the
Library's circulation period for books, Mr, Nelson requested that the Board consider
extending the circulation period to three weekm, He premented the remultm of his
enquiries tel the circulation period at five other public libraries, Him letter is
attached to and should be conmidered as a part of these minutes,
Memberm of the Board expreemed their appreciation of Mr, Nelson'm interest and of him
attendance at the meeting,
Director Sveinsson presented a ~urvey of neighboring libraries~ which compared the
circulation periode~ renewal periodm~ number of renewals allowed~ ~pecial loan period~
(best sellers~ etc,)~ collection size~ age of library~ and book/materialm budgets, The
results of this ~urvey are attached to and ~hould be considered am a part of these
minutes,
The Board discusmed Mr. Nelson's request, Concernm included the relatively mmall size
of the collection and of the book budget~ and the impact that a longer circulation
period would have on the availability of materials, Currently~ a patron checking out a
book and then renewing it has the book for a total of four week~ -- almost l/i~th of a
year, A three-week circulation and renewal period would allow a patron to have a book
for si~ weeks - approximately I/gth of a year -- thum decreasing the access by other
It was questioned whether the extension would actually solve the problem of the busy
patron who has little time for readtngj but who is interested in longer books. One
Board member ofgered personal testimony o9 two books checked out 9rom Carrolltonj
renewed when they were two days overdue~ and that were currently overdue.
Board members noted that The Colony Public Library is much newer and has a much smaller
collection and smaller book budget than those libraries that currently have a three week
circulation period.
It was suggested that~ if a change is made~ it should be done at the beginning of a
9iscal year~ rather than mid-year.
The Board also discussed the value o9 circulation statistics in comparing the use of
Library materials in the present 9acility to use in the new facility. It was pointed
out that an extension of the circulation period would skew this comparison. It was
noted that circulation statistics are one measure of the growth in the use of the
Library -- a measure that is often taken into consideration by funding entities when
considering funding requests.
Mr. Nelson suggested that a survey might be done to see if there is any interest from
other patrons in an extended circulation period. Chairman Althaus noted that surveys
had been done in the past~ but that it might be time for one to be done again.
Director 8vetnsson pointed out that the question tel circulation periods would have to
be carefully worded -- that asking people t9 they would like a longer circulation
period is a bit like asking people if they want their taxes lowered -- the response
will generally be posltive~ yet the person being surveyed ts not likely to realize the
impact 09 such a change.
Member Gillett moved to table 9urther consideration o9 Mr. Nelson's request to the
September 1987 meettng~ noting that~ by that ttme~ the Library should be in the new
building and the Board should have some tngormatton tel the budget outlook for FY
1987-88. The motion ~as seconded by Alternate Ltndquist~ and the vote was as follo~sl
Ayesl All members present voted aye.
Noes: None.
Mr. Nelson thanked the Board for their consideration 09 his request and the members 09
the Board thanked him 9or his interest and for his input.
Also during Citizen's Input~ Friends of The Colony Public Library President Dell Holmes
presented a proposal regarding initiating a "Library Store" in the new 9actlity to sell
library promotional items and stationery items as a fund raiser. The store would be
open only a few hours per week, probably on the busiest day~ and would be manned by
Friends members. Discussion of this proposal included noting other libraries that have
such a library store. Director Sveinsson asked if the progtts would be dedicated for a
specific use. President Holmes noted that the profits would be used to continue the
Friends's on-going support of the Library.
Alternate Koelling moved that the Board support the Library Store concept. The motion
~as seconded by Alternate Ltndquist~ and the vote was as 9ollowsl
Ayes~ All members present voted aye.
Noesl None.
The Board asked Friends President Holmes to submit his proposal in writing to Director
Svetnsson, and authorized Director 8vetnsson to submit it to Assistant City Manager
Carroll with a cover memo expressing the Board's support and with a copy o{ the minutes
{rom this meeting, which will include the record o{ the vote in support o{ the concept.
The meeting recessed at 7~50 p.m. and reconvened at 7~45 p.m.
Director 8vetnsson reported that, due to {amtly visiting {rom out-o{-state, she will be
unable to attend the April 1987 regular sessionl she asked the Board i{ they wanted to
change the meeting date or to have Re{erence Librarian Jan Sapp attend in her stead.
The concensus was to keep to the schedule with Re{erence Librarian Jan Bapp as acting
secretary,
Director Sveinsson presented the monthly status report {or February 1987. The report
included the {ollowing:
(1) The Library had a total of 9,184 library card holding patrons as o{ the end
o{ February 1987 (17% increase {rom February 1986).
(2) The Library had a total o{ 25,129 items as o{ the end o{ February 1987,
including the books listed and in storage.
(5) The Library circulated 5,776 items in February (2% increase over February
1986).
(4) In February, 2,994 patrons visited the Library (10% increase over February
1986).
(5) In February, 111 people attended activities in the Library.
(~) In February, revenue o{ $568.14 was collected (18% increase over February
1986).
Director Svetnsson reported re~ status on the new library {acility. The carpet has
been delayed! it will probably arrive and be installed during the first {ull week o{
April, with the shelving coming in immediately a{terwards. The library furniture
contract was awarded by Council to Brodart and the order has been placed! the delivery
date is 75-90 days. The o{{tce {urniture bid opening is scheduled {or April 5, 1987.
It is hoped that the delivery time on the o{fice {urniture will be shorter than that o{
the library {urniture. Council has indicated that the Library can move be{ore the
{urntture has arrived, utilizing existing {urniture. Councilman Pools did stipulate
that she had no problem with that idea as long as the {urniture has been ordered.
Director Sveinsson stated that she hoped the move to the new building would take place
be{ore summer begins.
Director 8veinsson reported that the City has received the $5,000.00 matching funds
allotment {rom the County. Enough {unds have been received now to consider purchase o{
an automated circulation system. Chairman Althaus and Director Sveinsson will work on
a proposal {or Council's consideration.
Chairman Althaus turned the meeting over to Vice-Chairman Gillett at 7~57 p.m.
Vice-Chairman Gillett and Director 8veinsson {illed in some background re~ the building
project {or Alternates Lindquist and Koelling.
The meeting recessed at 8:07 p.m. and'reconvened at 8:25 p.m.
Director Sveineson reported that the Library is to receive two additional videocassette
players from North Texas Library System (NTLS). The Library has applied for an
additional 1~mm projector from NTLS.
The Circulation Supervtsor~ Alice Collins, began work on March 17~ 1987. She has
served as a volunteer for all five years that the Library has been in operation. 8he
will be supervising the adult volunteera. Director Svetnsaon has delegated supervision
of the Youth volunteers to the Reference and Technical Librarians. The Intern position
was posted agatn~ but no applications were received. Director Svetneeon is planning to
request approval from Assistant City Manager Carroll to redefine the position to a
clerk position.
Director Svetnsson is considering postponing expansion of the Library's service hours
until after the "settle-in" period in the new facility and until all the furniture is
in place. Full staffing tm also a consideration.
The Library received serveral gifts at the City's loth Birthday Partyl a microwave oven
from the Friends of The Colony Public Ltbrary~ a coffeemaker from £ckerd'a~ books from
the B'hais's~ $100 from Nick and Patricia Oprea~ and a book on the history of Denton
County from Commissioner Sandy Jacobs.
The Library has received notification that it was not chosen for a J. Frank Dobie Award.
The Board discussed concerns tel unattended children in the Library. Director
Sveinsson had distributed an article on this topic. Director Sveinseon expressed
concern tel liability in relation to unattended children and recommended that the Board
consider establishing a policy re~ unattended children in the near future.
Director Svetnason also recommended establishing a Reference Policy~ defining the way
in which staff should handle questions in such areas as law~ tax law~ and medicine.
The meeting recessed at B~49 p.m. and reconvened at B~5~ p.m.
Director Svetnsson presented a proposal re~ purging procedures for the outstanding
fines file. The Board reviewed the proposal and had no objections. This proposal will
now be submitted to Assistant City Manager Carroll for approval.
Proposed revisions and additions to the Policy Manual were presented. It was proposed
to change the title of the section entitled "Regulations Affecting the Public" to
"Circulation Policy".
Proposed additions to the Policy Manual regarding the circulation of l~mm projectors
and other audiovisual equipment that were discussed at the February meeting were
included. These additions were~
1. the requirement that a patron must either demonstrate proficiency with the
equipment or successfully complete instruction provided by the Library in the
operation of the equipment~
2. the limitation of one of each type of equipment per family per loan period,
a loan period of one day (due by closing of the Library the next open day
following check-out),
4. the provision for "booking" the equipment in advance~
~. an overdue {ine o{ $10.00 per day with the fine not to exceed the replacement
cost of the equipment,
8. the mawimum penalty {or damage being the actual cost of repair~ plus any
applicable shipping and handling charges, or the replacement cost~ whichever is
The Board discussed easing the current penalty {or dropping AV materials in the book
drop. One proposal was to increase the monetary penalty to $10.00 on the first
violation, but not to revoke privileges until the second violation. It was pointed out
that this topic has been discussed many times by the Board, but the Board has always
decided to maintain the current policy. It was suggested that implementation of an
automated circulation system would be the best time to make such a change. It was
decided to postpone {urther discussion and action until the September 1987 meeting.
Alternate Lindqutst moved to adopt the revised circulation policy as presented.
Alternate Koelling seconded the motion, and the vote was as
Ayesl All members present voted aye.
Noes: None.
Alternate Lindquist movmd to addourn the meeting. Alternate Koelling seconded the
motion~ and the vote was as followsm
Ayes: All members present voted aye.
Noes: None.
The meeting was adjourned at 9:36 p.m.
~lames W. Althaus~ Chairman
~oan L. ~vetnseon~ ~ecretary
/
MINUTE8 OF THE LIBRARY BOARD
OF THE
CITY OF THE COLONY
APRIL 25, 1987
A REGULAR BEBBION oS the Library Board oS the City oS The Colony~ Texas~ was called to
order by Vice-Chairman Gillett at 7105 p,m.
Members presentB
George 5illett Place I
Lowell Barton Place 2 (arrived 7808 p.m.)
Norman Adeler Place 4
Ann Beckel Place § (arrived 7107 p.m.)
Cathi Koelling Alternate I (arrived 7[07 p.m.)
Dot Lindquist Alternate 2
Also preeent~
Gan E. Bapp~ Re~erence Librarian (Acting Director)
Absent was~
~ames Althaue Place 5 (due to Lakeside Players rehearsal)
The minutes oS the March 26~ 1987 regular seseton had not yet been transcrtbedl they
will be presented at the May 28~ 1987 regular session.
The Board members expressed their appreciation ~or the list~ compiled by the sta~ oS
people who have served on the Board since its establishment.
Acting Director ~an 8app preeented the monthly status report. It included the
{ollowtng~
(1) The Library had a total oS 9,555 library card holding patrons as oS the end
oS March 1987 (16% increase ~rom March 1986).
(2) The Library had a total oS 2~,500 items as of the end oS March 1987!
including the books listed and in storage.
The Library circulated 4,540 items in March (21% increase over March 1986).
(4)In March~ 5,251 patrons visited the Library (19% increase over March 1986).
(5)In March, 147 people attended activities in the Library.
In March~ revenue oS $581.99 was collected (14% increase over March 1986).
Alternate Lindquist noted that the number oS volunteers has dropped. Vice-Chairman
Gillett noted that many oS the volunteers have been volunteering ~or a long time and
may be getting burned out. Alternate Lindquist noted the need ~or additional publicity
about the volunteer program. It was noted that Director Bveinsson had submitted a
press release recently. Member Adeler suggested that some of the volunteers should be
highlighted in the "Citizen oS the Week" column in The Colony Leader. Alternate
Lindquist noted that the Volunteers do get awards ~rom the Friendsl it was noted that
Director Jan Sapp noted that the Library has provided volunteer badges, but that many
o{ the volunteers do not wear them. Alternate Lindquist thought that mostly the
volunteers ~ust {orgot to put them on, being in a hurry when they sign in. Member
Adeler suggested putting each volunteer's name on a badge. Member Barton {elt the
small cost o{ the name badges would be worth it {or good volunteers. Alternate
Lindquist noted that, when working the circulation desk and dealing with a problem
patron, she makes sure the patron becomes aware that she is a volunteer. Alternate
Koelling stated that she {elt people don't usually hassle volunteers; Alternate
Lindquist said that they don't i{ they know you are a volunteer. Alternate Lindquist
expressed hope that the new building will attract new volunteers. Member Adeler noted
that although ~ewer volunteers are giving time, the volunteers are giving more hours.
Alternate Lindquist noted that the work at the circulation desk is becoming harder as
the Library becomes busier. Vice-Chairman Gillett noted that the automated circulation
system will ease the di{Kiculty o4 the workload; however, he also noted that some
volunteers may not want to work with the computer. Alternate Koelling asked when
volunteers are needed now. Acting Director Jan Sapp noted that the hardest hours to
Kill are the evenings during the dinner hour and Saturday a{ternoons. Most people are
involved with ~amily activites during those hours. Only adult volunteers man the
circulation desk; youth volunteers assist with other tasks, such as carding and
shelving books.
Member Adeler asked when the move to the new building will occur. Acting Director Jan
Sapp noted that the move will probably occur toward the end o{ May.
Acting Director Jan Sapp reported that the Gale Literary Re{erence materials order has
been received and the books are being processed. She also reported that the Library
had received, {tee {rom another library, a large collection o{ notebooks in the Social
Issues Resources Series (SIRS), over $4000.00 worth o{ materials. The SIRS are being
processed, but will not go on the shelves until the move to the new library, due to
lack o{ shel{ space.
Technical Librarian Davis ts planning the summer programs {or childrenl {ilms twice a
week, plus some special programs. The program schedule will depend on the timing oK
the move to the new building. Stark is also preparing {or the Summer Reading Clubl
school visits are being scheduled and materials are being prepared.
The Library will have a table at the Career Day at The Colony High School. Acting
Director Jan Sapp is preparing a bibliography to distribute. The bibliography will
list the Library's materials on career planntng~ careers, college, and resumes. The
Library will also have a table at the Humane Society's dog show; the Library's pet and
animal books will be on display. Director Sveinsson will be presenting a ~ilm show at
the Sophomore Class Picnic at The Colony Aquatic Park.
Director Sveinsson is meeting with representatives {rom moving companies to get
estimates {or the cost o{ moving the books to the new Kacility.
The work stations in the workroom have been cut ~rom the {urniture budget; sta~{ will
use existing Kurniture {rom the Library and City Hall. Each department had some
{urniture cut.
Director Svetnsson has submitted the Ltbrary'm New Personnel requests and Capital
requests {or the FY 1987-88 budget. Acting Director Jan Sapp reviewed these requests
with the Board.
Vice-Chairman 8illett asked where the Brats Library got the population figure for which
The Colony is responsible: 26,884. Acting Director Jan Bapp responded that that figure
included a portion of the County population, but that the figure did seem high.
The topic of a survey re: library services to be conducted by the Library Board was
discussed. Member Beckel noted that a telephone survey was conducted last summer. Bhs
reviewed the questions that were included in the survey. Vice-Chairman 8illett
suggested that the topic of a survey be tabled until after the move to the new library
facility and after the "settle in" period. Member Beckel moved to table the topic.
Member Barton seconded the motion, and the vote was as follows:
Ayes: All members present voted aye.
Nose: None.
Member Barton moved to adjourn the meeting. Member Beckel seconded the motion, and the
Ayes: All members present voted aye.
Noesl None.
The meeting was adjourned at 7~36 p,m,
MINUTES OF THE LIBRARY BOARD
OF THE
CITY OF THE COLONY
MAY 28, 1987
A REGULAR SESSION oS the Library Board oS the City oS The Colony, Texas, was called to
order by Chairman Althaus at 7:54 p.m.
Members present:
Lowell Barton Place 2
James Althaus Place 5
Ann Beckel Place 5
Also present:
Joan L. Sveinsson, Library Director
Members absent:
George Gillett Place 1
Norman Adeler Place 4
Cathi Koelling Alternate 1
Dot Lindquist Alternate 2
Note: Low attendance and early addournment can be attributed to a very severe
thunderstorm and tornado watch the evening oS May 28, 1987.
The minutes oS the March 26, 1987~ regular session were presented. Member Beckel moved
to accept the minutes as presented. The motion was seconded by Chairman Althaus, and
the vote was as Sollows:
Ayes: All members present voted aye.
Noes: None.
The minutes oK the April 25, 1987, regular session were presented. Member Barton moved
to accept the minutes as presented. The motion was seconded by Member Beckel, and the
vote was as Sollows:
Ayes: All members present voted aye.
Noes: None.
Chairman Althaus reported that the North Texas Library System meeting will be held on
June 4, 1987, in Henrietta, Texas.
Director Sveinsson presented a brieS report re: the current status oK the volunteer
program. It is planned to do a recruitment drive aster the move to the new Sacility.
A press release was published re: need ~or additional storytime volunteers. Youth
volunteers are being signed up Sot the summer. Volunteer badges have been available to
the volunteers since 1985: many oS the volunteers do not wish to wear them because the
pins leave holes in their clothes. Alternatives to the badges are being researched. A
reusable Sabric badge, which can have the volunteer's name typed on it and which costs
$7.95 Sot 100 oS them, is being considered. Director Sveinsson presented two graphs:
i) the number oK volunteer hours per month throughout the Library's history, and 2) the
.... h=~, ~ ~/~1,1~+==~= nm~ mnn~h ~h~nunhnLm~ ~h~ Library's history. It was noted that the
number of hours. Also, the Library presented more programs that summer, using
volunteers, than in 1986 (programming in 1988 was limited due to lack of space).
Director 8veinsson reported that, due to her vacation schedule, she will be unable to
attend the June 1987 regular session; she asked the Board if they wanted to change the
meeting date or to have Reference Librarian Jan 8app attend in her stead. The
concensus was to keep to the schedule with Reference Librarian Jan Sapp as acting
secretary.
The monthly status report for April 1987 was included in the packets sent to the
members of the Board. The report included the following:
(1) The Library had a total of 9,485 library card holding patrons as of the end
of April 1987 (18% increase from April 1988).
(2) The Library had a total of 25,598 items as of the end of April 1987~
including the books listed and in storage.
(5) The Library circulated 5,747 items in April (5% decrease from April 1988).
(4) In April, 2,880 patrons visited the Library (4% increase over April 1988).
(5) In April~ attendance at activities in the Library and at Library programs
off-site totaled 897.
(8) In April, revenue of $~80.14 was collected (12% increase over April 1988).
Member Barton moved to table further discussion of Director 8veinsson's report on the
volunteer program and of the monthly status report to the June meeting. The motion was
seconded by Member Beckel~ and the vote was as follows:
Ayes: All members present voted aye.
Noes: None.
Member Beckel moved to adjourn the meeting. Member Barton seconded the motion, and the
vote was as follows:
Ayes: All members present voted aye.
Noes: None.
The meeting was adjourned at 7:47 p.m.
MINUTES OF THE LIBRARY BOARD
OF THE
CITY OF THE COLONY
JUNE 2§, 1987
A REGULAR SESSION of the Library Board of the City of The Colony, Texas, was called to
order by Vice-Chairman Gillett at 7:04 p.m.
Members present:
George Gillett Place 1
James Althaus Place 5 (arrived 7:$6 p.m. due to business)
Norman Adeler Place 4
Cathi Koelling Alternate 1
Also present:
Jan E. Sapp, Reference Librarian (Acting Director)
Members absentl
Ann Beckel Place 1
Lowell Barton Place 2
Dot Lindquist Alternate 2
The order of the agenda was suspended and the session began with agenda item #
Acting Director's status report. Acting Director Jan Sapp reported that the new Clerk~
Kay Corrales~ began work on June 9, 1987.
Regarding the new library facility, Acting Director Jan Sapp reported that the shelving
has been installed and that the building contractor will now be able to finish out the
Work Room. The sta4f has discuesed moving schedules and procedures: the staff
anticipates that the Library will be closed for 4 days for the move, closing Wednesday
and reopening the following Tuesday in the new facility. A Preview Party for the
Monday evening preceding the opening in being discussed. It is hoped that the move
will take place the week o4 July 15th.
Acting Director Jan Sapp reported that over 50 books and magazine volumes were sent to,
and received back from, the bindery. The Library broke another circulation record0 657
items were circulated on June 16, 1987. The Library's Summer Reading Club began on
June 6thl over 100 members have signed up and 14 have completed their contracts.
The monthly status report for May 1987 was included in the packets sent to the members
of the Board. The report included the following:
(1) The Library had a total of 9~557 library card holding patrons as o4 the end
of May 1987 (16% increase from May
(2) The Library had a total of 25~677 items as of the end of May 1987, including
the books listed and in storage.
(5) The Library circulated 5,594 items in May (10% decrease 4rom May
(4) In May~ 2~487 patrons visited the Library (3% decrease from May 1986).
(5) In May, attendance at activities in the Library and at Library programs
off-site totaled 1~02~.
(6) In May, revenue of $288.04 was collected (26% decrease from May 1986).
The meeting recessed at 7:21 p.m. and reconvened at 7:40 p.m.~ with Vice-Chairman
~illett presiding.
The minutes of the May 28~ 1987~ regular session were presented. Chairman Althaus
moved to accept the minutes as presented. The motion was seconded by Alternate
Koelling~ and the vote was as follows:
Ayes: All members present voted aye.
Noes: None.
Vice-Chairman 6illett moved to table discussion of agenda items # 5 (discussion of
Director 8veinsson's report on the volunteer program presented at the May 1987 regular
session) and # 6 (discussion of the April 1987 monthly status report included in the
May 28, 1987 regular session packets) to the July meeting. The motion was seconded by
Member Adeler~ and the vote was as follows:
Ayes: All members present voted aye.
Noes: None.
Vice-Chairman Oillett noted that a special session may need to be called prior to the
move into the new facility. It was agreed to leave the date open and to discuss the
need for calling such a special session with Director 8veinsson.
Vice-Chairman 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 7:50 p.m.
Jan E~? 8app, Acting 6~dretary
MINUTES OF THE LIBRARY BOARD
OF THE
CITY OF THE COLONY
JULY 2J, 1987
A REGULAR SESSION of the Library Board of the City of The Colony~ Texas~ was called to
order by Chairman Althaus at 7:00 p.m.
Members present:
George Gillett Place 1
James Althaus Place 5
Norman Adeler Place 4
Cathi Koelling Alternate 1
Dot Lindquist Alternate 2
Also present:
Joan L. Sveinsson~ Library Director
Members absent:
Ann Beckel Place 5
Lowell Barton Place 2
The minutes of the June 25~ 1987~ regular session were presented. Member Adeler moved
to accept the minutes as presented. The motion was seconded by Alternate Koelling~ and
the vote was as follows:
Ayes: All members present voted aye.
Noes: None.
Chairman Althaus reported that he would be attending a North Texas Library System
Advisory Council meeting the next week.
Chairman Althaus reminded those members of the Board whose terms are up at the end of
August need to let the City Secretary know if they wish to be reappointed. Member
Gillett had already given notice that he was declining reappointment~ so there will be
at least one vacancy to be filled; suggestions for potential appointees need to be
given to City Council.
Director Sveinsson summarized that report she had presented at the May 28~ 1987 regular
session regarding the Library's volunteer program and responded to related questions
from the Board.
Director Sveinsson responded to questions from the Board re: the status of the FY
1987-88 Budget and re: the schedule for moving to the new facility.
None of the Board members had questions re: the April 1987 status report included in
the May 28~ 1987 regular session packets.
Director Sveinsson presented the monthly status report for June 1987. The report
included the following:
(1) The Library had a total of 9p~91 library card holding patrons as of the end
of June 1987 (15% increase from~olle 1986).
(2) The Library had a total of 25,791 items as of the end of June 1987, including
the books listed and in storage.
(5) The Library circulated 6,662 items in June (51% increase from June 1986).
(4) In June, 3,990 patrons visited the Library (27% increase from June 1986).
(5) In June, attendance at activities in the Library and at Library programs
off-site totaled 159.
(6) In June, revenue of $425.64 was collected (32% increase from June 1986).
Director Sveinsson pointed out that a new line has been added to the Comparison sheet
of the monthly report: the number of operating hours for the month is being compared to
the number of operating hour's for the same month the previous year.
The Board discussed concerns re: arrangements for cleaning of the new facilities. The
members expressed a preference for a full-time paid custodial staff member for the
complex vs. contracting to a cleaning service. Several members commented that they did
not think it an appropriate use of librarian staff time for the librarians to perform
cleaning and maintenance tasks.
Chairman Althaus commended the efforts by Reference Librarian Sapp in preparing the
Library's entry in the Mc-Graw-Hill contest to win the newest edition of the
McGraw-Hill Encyclopedia of Science and Technology. Research for the Library's entry
required trips to other libraries, including Dallas Public Central Library -- these
trips were on a voluntary basis on the Reference Librarian's own time.
Director Sveinsson reminded the Board members of the fund-raiser the Wal-Mart employees
are holding on August 1st to benefit the Library. Rummage sale and bake sale items are
needed.
Alternate Lindquist moved to adjourn the meeting. Alternate Koelling seconded the
motion, and the vote was as follows:
Ayes: All members present voted aye.
Noes: None.
The meeting was adjourned at 7:52 p.m.
~l.~ih L. Sveinsson, Secretary
MINUTES OF THE LIBRARY BOARD
OF THE
CITY OF THE COLONY
AUGUST 27~ 1987
A REGULAR SESSION of the Library Board of the City of The Colony~ Texas~ was called to
order by Chairman Althaus at 7:07 p.m.
Members present:
George Gillett Place 1
Lowell Barton Place 2
James Althaus Place 5
Norman Adeler Place 4
Ann Beckel Place 5
Cathi Koelling Alternate 1
Dot Lindquist Alternate 2
Also present:
Joan L. Sveinsson~ Library Director
Director Sveinsson reported that~ due to the move to the new facility, the minutes of
the July 25~ 1~87~ regular session had not yet been transcribed. Member Adeler moved
to table the minutes. The motion was seconded by Member Gillett, and the vote was as
follows:
Ayes: All members present voted aye.
Noes: None.
Chairman Althaus reported that the North Texas Library System meeting will be held on
September 5, 1987 in Bowie. He reported that the NTLS Advisory Council is reviewing
the administration of the System bylaws in regard to distribution of funds to members
of federated library systems. He presented an update on the System's search for grants
in order to establish as a non-profit system.
The Board discussed recommendations for appointments to the Board. After discussion~
the Board drafted a memo to Council with their recommendations. The recommendations
were that Alternate Koelling be appointed to Place 1~ Chairman Althaus be reappointed
to Place 5~ Member Barton be reappointed to Place 2~ and Alternate Lindquist be
appointed to Alternate #1. The Board recommended that the Council consider Wanda
Gillett~ David Nelson~ or Morris Seay for appointment to Alternate #2.
That memo is attached to and should be considered part of these minutes.
Director Sveinsson presented the monthly status report for July 1987. The report
included the following:
(1) The Library had a total of 9~809 library card holding patrons as of the end
of July 1987 (15% increase from July 1986).
(2) The Library had a total of 25~7§5 items as of the end of July 1987~ including
the books listed and in storage.
(5) The Library circulated 5,765 items in July (5% decrease from July 1986>.
(4> In July, 5,647 patrons visited the Library (5% increase from July 1986).
(5) In July, attendance at activities in the Library and at Library programs
off-site totaled 155.
In July, revenue of $266.08 was collected (25% decrease from July 1986>.
(7> July's operating hours totaled 180 (10% decrease from July 1986>.
Director Sveinsson noted the addition of the comparison of operating hours for each
month, stressing the impact on use statistics.
Director Sveinsson offered to conduct tours of the new facility for any of the Board
members who had not yet had the opportunity to take a tour. She also offered to
provide details of the moving process upon request. Members were asked to make
arrangements with her outside of the Board's meeting time.
Member Barton commended the Library staff on the wording of the signage on the door of
the old facility regarding the Library's closure during the move.
Director Sveinsson noted that the patron visit count on the first day of operations in
the new facility (August 25, 1987> broke the record for patron visits: 521. She also
reported that the Library has purchased two tally counters: one for the patron visit
count and one for the incoming calls count; these counters should improve the accuracy
of these counts.
Alternate Lindquist noted the rather large decrease in revenue in July 1987 in
comparison to July 1986; Director Sveinsson attributed some of that decrease to the
improvement in notification of delinquent patrons -- timely reminders seem to bring the
materials in sooner, resulting in smaller fines.
Director Sveinsson commended the work of the Library staff and volunteers in the move
process and in the preparation of the new facility for the August 24, 1987 Preview
event. Approximately 155 people attended the Preview. A Grand Opening event will be
planned to include all three buildings in the complex.
Director Sveinsson noted that the building contractor is still working on the building,
finishing off the final details.
Director Sveinsson reported that the table that was placed in the typing room was not
appropriate for a public typing room. The Police Department needed such a table and
traded a small desk for it. It is hoped that a more appropriate table can be acquired
later.
Director Sveinsson reported that Library Page Tammy Hall had resigned as she would be
attending college in San Angelo. A personnel requistion has been submitted and the
position should be posted soon.
In regard to the FY 1987-87 budget, Director Sveinsson reported that Council may be
considering adding two part-time clerk positions for the Library. With those positions
added, going to a 50 operating hours per week schedule would be a possibility.
Alternate Lindquist asked if the materials in storage have been moved to the new
facility; Director Sveinsson responded that they are still in storage at Paige Plaza,
but plans would have to be made soon to move them.
The staff is not booking the meeting room for non-library use until the Meeting Room
Policy is approved by Council; this policy will probably be on the September 14, 1987
Council agenda.
The Library's proposal for use of the FY 1986-87 Denton County Library funding will be
presented and considered by City Council at the August 51, 1987 meeting. The proposal
is for a computer system with 4 work stations: 5 equipped with bar code readers,(2 to
be placed at the circulation desk, one in the work room), and one without a bar code
reader at the reference desk; software would include modules for circulation, catalog,
and for downloading retrospective catalog records from Marcive. If Council approves
the proposal, the City will go out to bid; the contract would have to be awarded and
the purchase order issued by September 50, 1987.
The proposed FY 1987-88 County budget includes library funding at the same formula as
was used in the FY 1986-87 budget. It is hoped that, if County funding is received,
part of that funding could be used for the materials security system; if the timing is
right, the majority the Library's collection would only have to be handled once to
install both the bar codes for the circulation system and the detection devices for the
materials security system.
Upon request of the City Manager, the Board reviewed the meeting room policy with
special attention to after hours use of the room. The Board discussed their concerns
re: after hours use. Member 8illett moved that the Board recommend that the policy not
be changed. Member Adeler seconded the motion~ and the vote was as follows:
Ayes: All members present voted aye.
Noes: None.
The Board drafted a memo to Council with their recommendation and their reasons for it.
The meeting recessed at 9:00 p.m. to allow one of the members to type the memo.
The meeting reconvened at 9:25 p.m.
The Board reviewed the memo. Member 8illett moved that the Board approve the memo.
The motion was seconded by Member Beckel, and the vote was as follows:
Ayes: All members present voted aye.
Noes: None.
That memo is attached to and should be considered part of these minutes.
Member 8illett requested that it be noted in the minutes that the vote on this
recommendation was passed unanimously by the full membership of the Board.
The Board discussed concerns re: arrangements for cleaning of the new facilities. The
members were concerned that the request for proposals for cleaning service specified
only a twice-weekly cleaning; it was felt that twice-weekly cleaning might not be
sufficient. It was noted that the old facility was cleaned three times per week.
It was noted that this meeting was Member 8illett's last meeting as a Library Board
member. Member Adeler moved for a vote of thanks to Member 8illett for his six years
of loyal service on the Board. The motion was seconded by Member Beckel, and the vote
was as follows:
Ayes: Ail members present voted aye.
Noes: None.
Abstentions: Member Gillett.
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 9:55 p.m.
pan L. Sveinsson, Secretary .......
MINUTES OF THE LIBRARY BOARD
OF THE
CITY OF THE COLONY
SEPTEMBER 24, 1987
A REGULAR SESSION of the Library Board of the City of The Colony, Texas, was called to
order by Chairman Althaus at 7:10 p.m.
Members present:
Lowell Barton Place 2
James Althaus Place 5
Norman Adeler Place 4
Cathi Koelling Alternate 1
Also present:
Joan L. Sveinsson, Library Director
Members absent:
Ann Beckel Place 5
Dot Lindquist Alternate 2
Note: Place 1 is vacant.
Director Sveinsson reported that the minutes of the ~uly 25 and August 27, 1987 regular
sessions had not yet been transcribed. Member Adeler moved to table the minutes. The
motion was seconded by Member Barton, and the vote was as follows:
Ayes: All members present voted aye.
Noes: None.
The Board discussed the schedule for the November and December meetings. The regular
meeting date, the fourth Thursday, falls on holidays in those months. The Board agreed
to meet on the third Thursday in those months: November 19 and December 17, 1987.
Chairman Althaus reported that the Friends of The Colony Public Library will hold a
general membership meeting on Friday, September 25, 1987, at 7:50 p.m., in the Library's
meeting room. This meeting marks the kick-off of the annual membership drive. Chairman
Althaus urged all members of the Board to join or renew their membership in the Friends
of The Colony Public Library.
Chairman Althaus reported that the Library will host an area meeting of the North Texas
Library System on October 14, 1987 at 9:50 p.m.
Chairman Althaus also reported that the Grand Opening Celebration for the Municipal
Complex is scheduled for Saturday, October 5, 1987, 2:00 - 5:00 p.m. The ribbon
cutting will be at 2:00 p.m., followed by tours of the buildings; the dedication
ceremony will be held at 5:00 p.m. in the Council Chambers; the Friends of The Colony
Public Library will hold the Volunteer Recognition Ceremony in the Library's meeting
roomat 4:00 p.m. Activity demonstrations will begin at 4:00 p.m. in the Recreation
Center. Director Sveinsson urged the Board members to attend the Volunteer Recognition
Ceremony to show their support for the library volunteers. She reported that the
Friends are renting a helium tank so the Library can give out balloons. The Library
will also give out buttons, stickers, Library hours bookmarks,and other "freebies" to
Library operations will shut down at 2:30 p.m. to allow the staff to clean up the
Library and walk over to the Council Chambers for the dedication ceremony at 3:00 p.m.
An Eagle Scout will present three easels he made for the Library. Invitations have
been mailed and flyers are being distributed through the elementary schools and middle
school.
Chairman Althaus reported that, at the September 21, 1987 City Council meeting~ the
City Council authorized the purchase of the automated library system from Data Trek.
Director Sveinsson responded to questions regarding the bids received and staff's
recommendation to award the contract to Data Trek.
Chairman Althaus reported that the Council also gave a plaque to former Library Board
member George Gillett in recognition of his years of service on the Library Board.
Director Sveinsson reported that Chairman Althaus has been elected chairman of the
North Texas Library System Advisory Council and is also serving as chair of the NTLS
Planning Committee.
Director Sveinsson reported that the Library's collection development allotment from
NTLS for FY 1987-88 is $4002.72.
Director Sveinsson and Chairman Althaus reported re: donations received by the Library:
the Wal-Mart employees gave $300.00 earned through their fund-raiser, which is to be
matched with an additional $300.00 from the Wal-Mart Corporation; The Colony Republican
Women donated and had planted two crepe myrtle trees, as well as donating a book;
Lavell Garner donated two copies of Jack Eckerd's book, one copy autographed by
Mr. Eckerd.
Director Sveinsson presented the monthly status report for August 1987. The report
included the following:
(1) The Library had a total of 9~891 library card holding patrons as of the end
of August 1987 (14% increase from August 1986).
(2) The Library had a total of 25,872 items am of the end of August 1987,
including the books listed and in storage.
(5) The Library circulated 4,756 items in August (5% increase from August 1986).
(4) In August, 3,183 patrons visited the Library (10% increase from August 1986).
(5) In August, attendance at activities in the Library and at Library programs
off-site totaled 225.
(6) In August~ revenue of $285.36 was collected (1% increase from August1986).
(7) August's operating hours totaled 143 (17% decrease from August 1986). The
Library was closed for 51 hours in August due to the relocation to the new
facility.
(8) Incoming calls increased 65% from August 1986.
In regard to the FY 1987-88 budget, Director Sveinsson reported that Council has
approved the addition of one 20 hours-per-week clerk for 1987-88. The capital budget
includes $4,500.00 for a microfiche/film reader/printer and $800.00 for typewriters.
Director Sveinsson had proposed to purchase two inexpensive electronic typewriters~
such as the Royal Alpha 610 donated by the Friends of the Library in 1986; however,
get a service contract on this machine, it cost $112.00 to get it serviced. Btaff will
be investigating options -- ability to get a service contract will be a major
consideration.
Director Sveinsson will look into having vendors of microfiche/film reader/printers
give demonstrations of their equipment to the Board.
Director Sveinsson reviewed for the Board the line items of the Library Department's FY
1987-88 budget and responded to questions. The Board expressed their appreciation of
the increased fiscal support for the department. Chairman Althaus urged members of the
Board to communicate their appreciation to the members of Council for the support in
the budget and in the use of the County funding.
Member Barton commended Director Sveinsson on her preparation and presentation of the
Library's funding requests.
The Denton County FY 1987-88 budget includes library funding at the same formula as was
used in the FY 198&-87 budget: $1.00 per capita, plus $5,000.00 in matching funds,
which will yield The Colony Public Library a total of $52,915.00. These funds will be
in addition to the Library's city budget. A plan for use of these funds will have to
be approved by the City Council.
Director Sveinsson reported that the Library will host the Denton County Library
Advisory Board meeting on September 15~ 1987, at 9:00 a.m. Director Sveinsson has
declined to serve as chair of that Board this year, having served as vice-chair during
FY 1985-86 and as chair during 1986-87.
The new Library Page is Brian Shirk; he started September 21~ 1987. After being
without a page for a month, the staff gladly welcomed Brian.
Director Sveinsson reported that the Library has gained some new volunteers, however,
some of them cannot commit to a schedule, so are not able to work the desk.
Due to the increase in business since the opening in the new facility (which will be
reflected in the September 1987 status report), no plans have been made at this time to
increase the Library's hours of operation.
Director Sveinsson reported that, out of the FY 1986-87 computer supplies budget, the
Library purchased software (Cataloging Input System> from Marcive, the cataloging
service used by the Library~ which will allow the Library to transmit cataloging
requests via modem and the Marcive 800 line and to receive the catalog records via
modem. The Databridge module being purchased from Data Trek will allow the Library to
download these records into the catalog module and to produce the catalog cards on the
printer. Use of this software will cut the time required to process new materials.
Member Barton inquired about the status of the meeting room policy. Director Sveinsson
reported that the policy will be considered at the October 5, 1987 City Council
meeting. The staff is not booking the meeting room for non-library use until the
Meeting Room Policy is approved by Council. It was also noted that proposals for the
use of old City Hall are also being considered.
Director Sveinsson reported that every Griffin Middle School student has now toured the
Library; the English teachers brought their classes over for tours and introductions to
the Library's collection, with emphasis on reference materials.
Director Sveinsson updated the Board re: the status of the furnishings of the new
facility. The shelving is now all in place~ but the replacement canopy tops of the
picture book shelving came bent and will have to be replaced. Some of the replacement
parts for the furniture arrived damaged and they will have to be replaced.
Director Sveinsson noted the difficulties in keeping up with the cleaning of mud from
the carpets and in clearing away the large groups of dead crickets between the
twice-weekly cleaning service visits. She has been bringing her vaccum cleaner from
home and the staff has been taking turns with the cleaning. One particularly muddy
day~ Director Sveinsson and Reference Librarian Janet Sapp spent the after-school hours
taking turns locating patrons with muddy feet and vaccuming the carpets before the mud
was ground in. These duties impact the staff time available for assisting patrons in
locating materials.
Member Barton moved to adjourn the meeting. Member Adeler seconded the mot~on, and the
vote was as follows:
Ayes: All members present voted aye.
Noes: None.
The meeting was adjourned at 8:27 p.m.
James W~haus, Chairman
Sveinsson, Secretary
CITY OF THE COLONY
DENTON COUNTY, TEXAS
OCTOBER 25, 1987
Notice is hereby given of a REGULAR SESSION of the Library Board of the
City of The Colony, Texas, to be held on the 29th day of October, 1987, at
7:¢)¢) p.m. at The Colony Public Library, 5151 North Colony Blvd., at which
meeting the following items will be discussed:
1. Approval of minutes of July 25, 1987 regular session.
2. Approval of minutes of August 27, 1987 regular session.
5. Approval of minutes of September 24, 1987 regular session.
4. Introduction of new Board Alternate.
5. Citizen's input.
6. Chairman's report.
7. Election of Chair and Vice-Chair.
8. Review of Board notebooks.
9. Director's status report.
10. Meeting Room Policy.
11. Capital purchase schedule.
12. Review and update of Goals and Objectives.
15. Denton County Library funding.
CERTIFICATE
I hereby certify that the above notice of meeting was posted on the front
door of City Hall, on the 25rd day of October, 1987, at 5 p.m.
Patti A. Hicks, City Secretary
MINUTES OF THE LIBRARY BOARD
OF THE
CITY OF THE COLONY
OCTOBER 29~ 1987
A REGULAR SESSION of the Library Board of the City of The Colony~ Texas~ was called to
order by Chairman Althaus at 7:12 p.m.
Members present:
Cathi Koelling Place 1
Lowell Barton Place 2
James Althaus Place 5
Norman Adeler Place 4
Ann Beckel Place 5
Dot Lindquist Alternate 1
Morris Seay Alternate 2
Also present:
Joan L. Sveinsson, Library Director
Chairman Althaus introduced and welcomed new Alternate Morris Seay.
Member Barton moved to accept the minutes of the July 25, August 27~ and September 24~
1987 regular sessions as presented. Member Beckel seconded the motion~ and the vote
was as follows:
Ayes: All members present voted aye.
Noes: None.
Chairman Althaus turned the meeting over to Member Beckel as temporary chairman for the
the election of Chairman and Vice-Chairman.
Temporary Chairman Beckel opened the nominations for the office of Chairman.
Member Barton nominated Member Althaus to continue as Chairman. Member Althaus thanked
Member Barton~ but declined the nomination~ stating that he had already served more
than one year as Chairman and that it was time the office be passed on to another
member~ therefore, Member Barton withdrew the nomination.
Member Althaus nominated Member Beckel for the office of Chairman. Member Barton
seconded the nomination.
Member Barton moved to close the nominations. Member Althaus seconded the motion~ and
the vote was as follows:
Ayes: All members present voted aye.
Noes: None.
Temporary Chairman Beckel opened the nominations for the office of Vice-Chairman.
Member Althaus nominated Member Koelling for the office of Vice-Chairman. Member
Barton seconded the motion~ and the vote was as follows:
Noes: None.
Member Adeler moved to close the nominations. Member Althaus seconded the motion~ and
the vote was as follows:
Ayes: All members present voted aye.
Noes: None.
Member Althaus moved to accept the slate of officers as nominated. Member Barton
seconded the motion, and the vote was as follows:
Ayes: All members present voted aye.
Noes: None.
The Board began a review of the contents and organization of the Board notebooks.
Member Althaus moved to recess the meeting to allow Director Sveinsson to get a
hole-punch from the workroom. Member Barton seconded the motion~ and the vote was as
follows:
Ayes: All members present voted aye.
Noes: None.
The meeting recessed at 7:29 p.m. and recovened at 7:31 p.m.
The Board completed the review of the Board notebooks. Director Sveinsson noted missing
documents and will have them sent to those members needing them.
Chairman Beckel asked if any increase of janitorial services for the Library has been
planned. Director Sveinsson responded that she had not been informed of any such plans
and that the staff is cleaning as needed between the cleaning company's twice-weekly
visits. The Board members expressed concerns re: the cleaning schedule and suggested
that the public restrooms, at least, should have daily cleaning. The impact of mud and
and other stains on the carpet was discussed, with the suggestion made that the carpets
be cleaned and treated with a protective treatment, such as Scotchguard. It was asked
if carpet-cleaning is part of the cleaning company's contract; Director Sveinsson said
she would have to check on whether that is covered in the contract. The members of the
Board expressed concern re: use of Library staff time for cleaning and maintenance.
Director Sveinsson presented the monthly status report for September 1987. The report
included the following:
(1) The Library had a total of 10,102 library card holding patrons as of the end
of September 1987 (15% increase from September
(2) The Library had a total of 24,122 items as of the end of September 1987,
including the books listed and in storage.
(5) The Library circulated 5,808 items in September (4~% increase from September
1986).
(4) In September, 5,104 patrons visited the Library (91% increase from September
1988); this count included tour visits from Griffin Middle School (955 students)
and of the Trailblazers (70 people); comparison without the tour count: 4,079
patron visits; 52% increase from September 1988.
o~-site totaled
(6) In September, revenue of $447.99 was collected (55% increase from September
1986).
(7) September's operating hours totaled ~70 (5% decrease from September 198&).
Director Sveinsson reported that the new part-time clerk position has been filled: the
new clerk is Helene Rooney. The addition of this position brings the Library's paid
staff to a total of 5.5 F.T.E.: full-time staff: Library Director, Reference Librarian,
and Circulation Supervisor~ part-time staff (20 hrs/wk): Technical Librarian, three (5)
Clerks, one (1) Page.
Director Sveinsson also reported that Technical Librarian Davis attended a workshop re:
Vertical File organization and maintenance, and she has brought back some help ideas
for improving the Library's Vertical File.
A bicycle rack has now been installed in the complex parking lot, which should help
relieve the amount of time staff spends tracking down the owners of bicycles that are
blocking the Library entrance.
The stored books have been brought out of storage and are now in the Library's
workroom. The librarian staff will begin sorting through them to separate the items to
be added to the collection from those that will be put in the next Friends of the
Library booksale. The Friends will probably hold a sale before Christmas.
Director Sveinsson noted that she is scheduled to select books for purchase that have
been withdrawn from Fort Worth Public Library's collection. Many of these books are
recent reference items or fiction items that the Library does not have in its
collection. The Library is able to purchase these books for $1.00 a volume -- a great
way to stretch the purchasing power of the Library's book budget while filling in
"holes" in the collection. Member Barton inquired as to how these books are
transported from Fort Worth! Director Sveinsson responded that she is transporting them
in her small station wagon. Member Barton offered to assist with transportation,
given advance notice.
Director Sveinsson reported that the Library received several cartons of donated books
from the B. Dalton Bookstore and from another library.
In upcoming events, Director Sveinsson noted that the computer system is scheduled for
installation on November 2, 1987. Training will begin on November 2nd and finish on
November 5rd. The staff will have a lot of work to do to get the circulation system up
and running. The Library's catalog and patron records will have to be input, all the
books and library cards will have to be bar-coded, and the staff will have to develop
procedures. There is a lot of preparation to be done and, although the workstations
will be installed, staff will not be checking out books with them for a few months.
Director Sveinsson reported that she had been contacted by a representative of The
Colony Leader regarding the Library housing and providing public access to back issues
of The Colony Leader on microfilm. The Leader would send the issues to their
microfilming service and have the film sent directly to the Library. The Leader would
pay for the microfilming.
representative and that this representative might be able to get the Library a new gift
set, as it is a new library. He gave Director Sveinsson's name and phone number to the
sales representative who will contact Director Sveinsson.
Member Althaus and Director Sveinsson reported re: City Council's action regarding the
the Library's Meeting Room Policy: the Council approved the policy with only a few
minor changes in wording. Director Sveinsson presented the "Rules for Use" handout
that will be given to the individual who reserves the room; this handout is comprised
of excerpts from the Policy. She also presented the Reservation form~ asking the Board
to review these documents for any necessary changes. Alternate Seay noted that groups
who are concerned re: liability can get insurance to cover use of such facilities.
The Board decided to postpone discussion of agenda item 11~ re: capital expenditures,
until later in the fiscal year, allowing time to research equipment. Director
Sveinsson will schedule microfilm/fiche reader/printer vendors to demonstrate their
equipment at upcoming Board meetings.
The Board began to review their Goals and Obdectives~ noting those that had been
accomplished.
Member Althaus moved to table agenda items 12 and 15, re: review and update of the
Board's goals and obdectives~ and re: plan for use of Denton County funding, to the
November meeting. Member Barton seconded the motion, and the vote was as follows:
Ayes: All members present voted aye.
Noes: None.
Director Sveinsson asked for some input re: areas the Board would like her to research
in preparation for the discussion of the use of the Denton County funding. Areas
suggested were: Dial-A-Story equipment; reference materials and nonfiction for high
school age patrons; board books for toddlers; microfilming of "important date" issues
of out-of-town newspapers; back issues of periodicals on microfilm; a vertical file
collection of travel information (by city, state, country).
Member Barton moved to addourn the meeting. Member Althaus seconded the motion~ and
the vote was as follows:
Ayes: All members present voted aye.
Noes: None.
The meeting was adjourned at 9:11 p.m.
An Beckel, Chairman
~~C. ~einsson, Secretar' y~-- ....
MINUTEB OF THE LIBRARY BOARD
OF THE
CITY OF THE COLONY
NOVEMBER 19~ 1987
A REGULAR SESSION of the Library Board of the City of The Colony, Texas, was called to
order by Chairman Beckel at 7:10 p.m.
Members present:
Cathi Koelling Place 1
Lowell Barton Place 2
James Althaus Place ~
Norman Adeler Place 4
Ann Beckel Place 5
Dot Lindquiet Alternate 1
Morris 8say Alternate 2
Also present:
Joan L. 8veinsson, Library Director
, Dell Holmes, President, Friends of The Colony Public Library
Pat Holmes, Vice-President, Friends of The Colony Public Library
Member Barton moved to accept the minutes of the October 29, 1987 regular session as
presented. Member Adeler seconded the motion~ and the vote was as followsl
Ayes: All members present voted aye.
Noes: None.
Under Citizen's Input~ Friends President Holmem prssented.a report of the Frtends
current 'acttvities~ beginning with the Frtends's latest fund-raiser: the sale of the
Friends of the Library's First Annual Limited Edition Commemorative Christmas Ornamsnt,~
which~ Mayor Amick had proclaimed as the official 1987 Christmas Ornament of The Colony.
Ornament #1 was given to the City as a gift from the Friends. Theornaments' will be
sold for $10.00 each and each ornament will be accompanied by a numbered copy of the
Mayoral Proclamation. The Friends plan to do a different ornament each year,
President Holmes also ~deecribed the types of support given to the Library by the
Friends using proceeds from such fund-raisers. President Holmes .invited -any Board
members who were not currently members of the Friends to join the organization. It was
also announced that the Friends would be holding a used book sale tn the Library
meeting room on December ~th and December 12th~ at the Dec. ~th sale~ R.8.V.P. will
be providing a visit from Mr. and Mrs, 8ants Claus. President Wolmes-noted that the
Friends will be meststing .the Parks and Recreation Department with the Christmas
Parade, in lieu of having a float in the parade. Friends members assieting''with the
Parade will be wearing the new Friends T-shirt. Director 8vetnseon noted that
President and Vice-President Holmes had just, been featured in The Colony Leader au the
Citizens of the Week. It should be noted that each of the Board members demonstrated
their support of the Friends by joining the organization and by purchasing an ornament.
Director Sveinsson reported that the presentation' from Minolta re:' microfilm/fiche
reader/printers has been postponed to the December meeting due to a problem-with
equipment availability. Director Sveinsson asked i4 the Board ~ould like to have a
second vendor scheduled 4or the December-meeting~-in order.to' speed,-up the' process o4
examining the different models on the market and the Board agreed, Director~ Svetnsson-
reviewed the packet, o~ in4ormation tel the Minolta, equipment and the associated costs
o4 the equipment and supplies. The Board discussed the various options and ~matures '04
such equipment.
Director Sveinsson presented the monthly status report-4or October 1987, The redort~.
included the 4ollowingt
(1) The Library had a total o4 10~297 library card holding patrons as o4 the end
o4 October 1987 (1~% i-norease 4rom October
(2) The Library had a total o4 24~447 items as o4 the end o~ October 1~87~
including the books listed and in' storage.
The Library circulated 5~458 items in October~ (~1% increase 4rom October
(4) In October~ 4~088 patrons visited the Library (~0% increase, ~rom October
(5) In October~ attendance at activities in the Library and at Library programs~
o44-site totaled 271.
(~) In October~ revenue o4 $~40.70 ~as collected (0% increase 4rom,?October 1~8~}.
' (7) Oc-tober's operating hours totaled 192 (1% decrease
Member Koslling noted the ~0% increase in patron vi.sits and asked Director Svetnsson to
~ what she attributed the increase. Director 8veinsson responded that the increase could
be attributed to the new 4acility and its more prominent locatton~ as well. as to the
'proximity o4 Griffin Middle 8choo! and the City's Recreation Center. Director
Sveinsson also noted that the count only includes patrons who enter the Library properF
it does not 'include those who enter the lobby only (:to, use the restrooms~ water-,
4ountain~ and/or courtesy phone).
Member Adeler noted the increase in the volunteers and' volunteer hours. Director
8veinsson reported that there are some ne~ volunteers on board~
Chairman-,Beckel asked ho~ the Wednesday storytime series ~as goings'Director 8veineson
reported that the response had been quite good~ with attendance ranging between 18 and,
20.
Director Sveinsson reported that the Friends o{ the Library. have agreed to uae~ $250.00
o+ the Wal-Mart money +or 'the.local +unding portion o{ the Library o+ America matching
grant program which, i{ the Library receivee the grant~ would, bring to the col. lection,a
60-volume met o{ American literary claeaics.. ,
Member Althaus inquired i{ there wee any provision in the budget +or maintenance o+ the
air conditioning and heating units. Director Sveinmeeon. reeponded that the budget did
include +unde +or- building maintenance. Member Althaua amked t{ anybody wee
speci{ically assigned to come clean and service theme unite on a regular beets,
Director~ Sveinseon reeponded that she had,not been tn+ormed o+ any arrangements +or
such service. Member Althaue noted that theme units mhouid bm eerviced'at leaet, every
three monthem compreeeore need to bm oiled and {ilter~ chengedl otherwise~ eooner or
later, they might all go down mt once. Alternate Lindquist asked i{ the City didn't
have a contract with someone to eervice the units. In the en~utng diecueaion~ each o+
the members expressed their concerns rem this topic and rem the cleaning o{ the
+aciltty. It wae'requemted that Director Sveinemon lend a memo to the City Manager~
expressing the Board's concern and relaying their requeet that she check with him to
+and out if there is a preventative maintenance plan ~or th'ia equipment~ and then
report back to the Board with his responee.
The,, Board again discumeed their concern with the janitorial services being provided
only twice a week and restated that they {eli the-mervice should be increaeed, .
Director 8veinmeon reported that the computer myetem ham been inetalled and the
received some basic trainingl but the sta+~+ has a-lot o+ reading o+ documentation
training yet to do. Director 8veinmeon ie planning to move care+ully into the
automation process.
Director Sveinsson also reported that the eta{+ is working on sorti'ngthrough the books
{rom storage in preparation +or the December book sales.
The Board discussed ideas {or the propoeal {or expenditure o{ the County +unding,
Director ~veinesonTpreeented the in{ormation ehe had gathered rem a materials eecurity
system and a Dial-A-Story eervice, The Board recommended that the Dial-A-Story bm
considered +or .a +uture year's {unding. The Board~recommended that the +ollowing item~
bm included in the propoeal +or the current year'e +undingm' a radto-+requency materiale
mecurity systeml legal re~erence materiale, including the miata etatuteel re+erence
materials {or the high school-age patronel and upgrading the Eaey (picture book)~
Juvenile Fiction~ and Young Adult Fiction collections.
The Board continued reviewing the 6oale and Objecti, ves~ noting tholre which had already~
been achieved, Under the 5oale rem policiea~-the Board diecueled making ,the puzzle
collection +or "mt-home-use" only. Member Barton moved~that the puzztea be 'circulated.
on 'an"at-home use" basis only. Member Koelling meconded the motion~ and the vote was
ms +ollows:
Ayesl All members present voted aye.
Noes: None.
Continuing on policies~ the Board discussed the need ~or an "unattended children"
policy. Member Barton moved that children under the age o6 seven must be supervised by
a responsible adult while in the Library. Member Adeler meconded the motion~ and the
vote was as ~ollows:
Ayesl All members present voted aye.
Noes~ None.
Member Koelling moved to adjourn the meeting. Member Barton seconded the motion~ and
the vote was ae ~ollows~
Ayes~ All members present voted aye.
Noesl None,
The meeting was adjourned at 9120 p.m,
~'~b Beckel~ Chairman
an L. Sve~neson~ Secretary
MINUTES OF THE LIBRARY BOARD
OF THE
CITY OF THE COLONY
DECEMBER 17~ 1987
A REGULAR SESSION of the Library Board of the City of The Colony, Te×as, was called to
order by Chairman Beckei at 7:05 p.m.
Members present:
Cathi Koelling Place 1
James Althaus Place 5
Norman Adeler Place 4
Ann Beckel Place 5
Morris Seay Alternate 2
Also present:
Joan L. Sveinsson~ Library Director
Ben Aldridge~ Mino-Micrographics~ Inc.
Steve Moorland~ Record Information Systems~ Inc.
Absent were:
Lowell Barton Place 2
Dot Lindquist Alternate 1
Member Althaus moved that consideration of the approval of the minutes of the November
19~ 1987 regular session be tabled to the next meeting. Member Keolling seconded the
motion , and the vote was as followsl
Ayes: All members present voted aye.
Noes: None.
Director Sveinsson introduced Ben Aldridge of Mino-Micrographics~ Inc.~ who demonstrated
the Minolta RPSO$ microfilm/fiche reader/printer and responded to questions from the
members of the Board.
Director Sveinsson then introduced Steve Moorland of Record Information Systems~ Inc.
The Board then moved the meeting to Mr. Moorland's demonstration van~ where he
demonstrated the Canon PC 70 and PC 80 microfilm/fiche reader printers and responded to
questions from members of the Board.
Alternate Seay moved to addourn the meeting. Member Althaus seconded the motion~ and
the vote was as follows:
Ayes: All members present voted aye.
The meeting was adjourned at ~:06 p,m.
Ann Beckel,, Chairman
~]o~n L, Sveinsson., Secretary