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HomeMy WebLinkAbout04/15/82 Library Board MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY HELD ON APRIL 15, 1982 A REGULAR SESSION of the Library Board of the City of The Colony, Texas was called to order at 7:45 p.m. with the following members present: George C. Gillett, Jr. Place 1 Elaine Gayle Place 4 Patricia Delgado Place 2 Charles Hammons, Place 3, and Fredda Holmes, Place 5, were absent; however, a quorum was established. Member Gillett was appointed Vice Chairman and asked to chair the meeting as Chairman Hammons was absent. 1. APPROVAL OF MINUTES Member Gayle moved to accept the minutes of the March 18, 1982, meeting as presented. Member Delgado seconded the motion. The motion was passed by the following vote: Ayes: All members present voted aye Noes: None 2. POLICIES FOR HIGH SCHOOL VOLUNTEERS Librarian Ann Beckel explained some of the concerns she had relating to youths as library volunteers. She further explained that some research had been done concerning the volunteer program that is being used at the Irving Public Library and what their policies are. Job descriptions and a volunteer manual were being sent by the Irving Volunteer Supervisor and will be reviewed at the next board meeting. Member Gillett suggested that only a certain number of high school students can work at one time. Member Gayle suggested that a demerit system be adopted where the volunteers would lose merits if they don't perform up to standard and that they be on probation for a period before they can be formally accepted into the volunteer system. She also suggested that time off for bad behavior be limited, such as they can come back and work in one month if they want to. Member Delgado told of a summer program she knew at another library where children helped out with arts and crafts for pre-schooler programs. Mrs. Beckel mentioned that she thought this would be a very workable plan, but would limit the age and number of young people in at one time to help out with summer programs. Mrs. Beckel also mentioned that some recognition program or awards ceremony needs to be established for the adult volunteers who have worked so hard to get the library at operating stage and keep everything functioning properly. 3. REVIEW OF BUILDING POLICIES Mrs. Beckel updated the Board on the coordination of policies with the Parks and Recreation Department. Their Board approved the policies as were stated. Only one change was made and that was to change the wording in paragraph four from library to facility as the building is a shared space. Member Delgado questioned if the conference room can be used free of charge any time that the building is open. Member Gillett responded that as long as some paid City staff person is there, the room is available for any organization's use or meetings. Member Delgado asked if the $10.00 fee was too high for use of the conference room. Member Gillett explained that that fee is only to be assessed if some organization uses the room after hours. The cost is to cover overtime for City employees. Member -1- Delgado then queried if the building can be used for fund raising purposes or for the soliciting of donations of any type. Member Gillett responded that the second to the last paragraph in the exhibits policy covers fund raising policies. This can't be done in a public facility. Member Gayle then moved to accept the building policy as amended, changing the term library to read facility. Member Delgado then seconded the motion, which passed by the following vote: Ayes: All members present voted aye Noes: None 4. UPDATE ON GRAND OPENING Member Delgado told of the gift from Ross Perot and mentioned that Betty Perot is still working on getting a 16mm projector for the library. They (the Perots) have requested publicity of some form from their gift. Member Gillett mentioned that he would be taking pictures for the Courier during the Grand Opening and would get a photograph of their gift with some patrons using it. Member Gayle reported on the poster contest being held at Carney and Peters Colony Elementary Schools. The winners will be awarded certificates and the winning posters will be displayed in the library. Member Gayle also reported that the Peters Colony Choir will sing and she had made posters for the cars that were going to drive in the parade. Member Gillett had made buttons and arranged for the helium tank to be here for the Grand Opening with the Friends of the Library paying for the helium. Member Holmes had arranged for punch and ice and punch dispenser from McDonald's for refreshments. Volunteers had signed up to bring in cookies. 5. AGENDA ITEMS Member Gayle suggested these items be put on the next Board meeting's agenda: Problem patron policies, job descriptions for director of volunteers. Other agenda items suggested by the librarians included: Age change on juvenile cards, update on system memberships, book drop and summer hours, and summer reading program. There being no further business to be conducted by the Library Board, Member Delgado moved to adjourn the meeting. Seconded by Member Gayle, the motion was passed by the following vote: Ayes: All members present voted aye Noes: None The meeting was adjourned at 8:30 p.m. C~ORGE GI~LETT, VICE ATTEST: