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HomeMy WebLinkAbout10/15/81 Library Board MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY, TEXAS HELD ON OCTOBER 15, 1981 A REGULAR MEETING of the Library Board of the City of The Colony, Texas, was called to order at 7:30 p.m. at City Hall with the following members present: George C. Gillett, Jr. Place 1 Patricia DelGado Place 2 Elaine Gayle Place 4 Fredda Holmes Place 5 and with no members absent; thus, a quorum was established. 1. APPROVAL OF MINUTES Dan Savage, City Manager, advised that there was one error on page 2 of these minutes of the October 1 meeting concerning the space availa- ble in The Colony Square Shopping Center. This should read "the approximate 2000-square foot space..." This was noted, and it was stated that staff would make the correction. Member Gillett moved to approve these minutes with the above correction. Seconded by Member DelGado, the motion was passed by the following vote: Ayes: All members present voted aye Noes: None 2. CONSIDERATION OF RULES OF PROCEDURE FOR THE LIBRARY BOARD Prior to the meeting, members of the Board were given copies of some Rules of Procedure prepared by Mr. Savage as they had requested. Mr. Savage encouraged members of the Board to review these Rules of Proce- dure and make any suggestions for changes or additions that they wished. Member Gillett suggested that in No. I., Organization and Officers, Section B., someone be designated as a backup to the City Librarian for purposes of serving as the secretary of this board. Mr. Savage then presented the following two options for the Board members to consider: 1. The Board could appoint one of its members to serve on a one-time basis, at the meeting at which the Librarian was absent. 2. The City staff could appoint someone to serve as a permanent backup in case of the absence of the Librarian. At this time Member Gillett made the motion to adopt these Rules of Pro- cedure with the following addition to Section B. of No. I: "In the absence of the Librarian at a meeting of the Library Board, the acting chairman of the meeting would designate one of the members of the Board to serve as a c ting secretary for that meeting only." The motion was seconded by Member Holmes and passed by the following vote: Ayes: All members present voted aye Noes: None Before moving to the next agenda item, Mr. Savage informed the members of the Board that Bill Longo, Place 3, had submitted his resignation from this Board and that the City Council would be considering appointment of a replacement at their regular meeting on October 19. 3. SELECTION OF OFFICERS The only officer discussed at this meeting was that of Chairman. Members DelGado and Gayle were both in favor of rotating this duty at the present time. Mr. Savage did suggest that it would be helpful to designate at each meeting the person who would be responsible for acting as chairman of the following meeting. Member Holmes suggested that this could be rotated according to place numbers. At this time, Member DelGado made the motion to rotate the duty of Chairman by place number and at each meeting the member having the place number following that of the acting Chairman would be designated Vice Chairman. Seconded by Member Gillett, the motion was passed by the following vote: Ayes: All members present voted aye Noes: None 4. WORK SESSION WITH "FRIENDS OF THE LIBRARY" Mr. Savage apologized to the members of the Board for the apparent breakdown in communications which resulted in most of the Friends of the Library not being in attendance at this meeting. Mrs. Wanda Gillett, a member of the Friends of the Library, was present and stated that she had not had sufficient time to call everyone. In view of this situation, Member Gillett moved that this item be tabled until the next regular meeting so that all of the members of the Friends of the Library would have a chance to attend. Seconded by Member DelGado, the motion was passed by the following vote: Ayes: All members present voted aye Noes: None Before adjourning the meeting, the Board did discuss the following general items. Member DelGado requested that a notice of the next regular meeting be put in The Colony Courier, and Mr. Savage stated that this would be done. The next meeting will be Thursday, November 19, and Mr. Savage also indicated that staff would prepare invitations for the Friends of the Library prior to this meeting. Mr. Savage advised that October 23 is the deadline for submitting applications for the position of City Librarian and that he hoped that this position would be filled by November 1. Mr. Savage also said that he would attend the November 19 meeting in order to clarify the duties of the various groups involved with the library, as requested by the Board at the October 1 meeting. Mr. Savage then asked if anyone would like to suggest an item for next month's agenda. Member Gillett requested an update on the status of a facility, and Mr. Savage indicated that this should be resolved by the November 19 meeting, as there were to be three meetings of the City Council between now and November 19. Mr. Savage stated that, assuming that the Librarian is present at the November 19 meeting, the Board can work on a policies and procedures manual. Member Gillett brought up the possibility of a regional library rather than one for just residents of The Colony, and Mr. Savage suggested that a nominal fee might be established. Member DelGado wished to discuss services the library might provide other than books at the next meeting, such as activities for children and audio- visual aids. Member Gayle wished to know who would be responsible for ordering materials, and Mr. Savage answered that the Librarian would handle this working with the city staff, and that a selection policy could be set by the Board. Member Gillett was in favor of establishing a written policy concerning censorship procedures and material not available in the library. At this time, Member Gillett moved to adjourn the meeting. Seconded by Member DelGado, the motion passed by the following vote: Ayes: All members present voted aye Noes: None Mr. Savage adjourned the meeting at 8:30 p.m. Barbara Stiefer, Dan Savage, O~fty Manager --2--