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HomeMy WebLinkAbout11/18/82 Library Board MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY HELD ON NOVEMBER 18, 1982 A REGULAR SESSION of the Library Board of the City of The Colony, Texas, was called to order at 7:30 p.m. with the following members present: George Gillett Place 1 Patricia Delgado Place 2 James Althaus Place 3 Elaine Gayle Place 4 David E. Bird Place 5 and with no members absent; thus, a quorum was established. 1. APPROVAL OF MINUTES Member Delgado moved to approve the minutes of October 21, 1982, with the following correction in Item 5. The statement "Member Delgado be elected vice-chairperson by acclamation" should be added and the words "motion passed" should be inserted after Member Bird seconded the motion. Member Althaus seconded this motion, which passed by the following vote: Ayes: All members present voted aye Noes: None 2. REVIEW AND DISCUSSION OF TEXAS PUBLIC LIBRARY TRUSTEE MANUAL Librarian Beckel had gone through the pamphlet and circled various ~tems. She brought to the Board's attention some of them. One of these items was the Texas Library Trustee Association, which costs $15 a year per person. She discussed various trustee asso- ciations. Then she mentioned that Texas Library Association has its convention in April in San Antonio. Librarian Beckel discussed the difference of advisory and governing boards and noted some duties of advisory boards. Member Gillett said this was good for the future but that we seem to have done all right without it. Librarian Beckel mentioned that Board members need to keep a manual with various items in it such as: minutes of meetings, by-laws, flyers, agendas, policy manual. She also discussed the possibility of the clerk serving as secretary. Librarian Beckel said that the Board needs to get these items ready for a folder to include Board operating procedures and new Board member orientation, as well as other items. Member Gillett suggested all Board members offer to do specific parts of this manual. Librarian Beckel suggested that the Board needs to decide on definite starting and concluding times. After much discussion, the Board decided to leave ending time pretty open in case of pertinent discussion. Librarian Beckel said that we really need PR in the community. In further discussion about Library Board meetings, the Board discussed orientation for new members and how to do it, the need to develop agendas well in advance (Board members may contribute to it), and the need to act as informed agents and to attend local government meetings. Member Gayle suggested inviting new City manager Johnny Sartain to one of the Board meetings. During the discussion about money, Librarian Beckel mentioned the need for more shelving and where to put it. She also dis- cussed fund raising. In the discussion about lobbying work, Librarian Beckel said that we need to lobby for $1.50 per capita. She urged that the Board join letter-writing campaign in our system to recommend in a letter or through personal contact with State representatives for $1.50 per capita from the general fund. Member Delgado suggested that she compose a form letter to go to them and have copies available for patrons to use. The Board set quota of 18 letters per Board member to legislators. Member Gayle volunteered to write a form letter. Member Gillett suggested that the Board digest the rest of this pamphlet and then go over it at the next meeting. 7. STATUS REPORT FROM THE FRIENDS OF THE COLONY LIBRARY President Lydia Gober reported various items to the Board. The Friends now have over $700 in their treasury, but they need to pay for a record player. Some of their activities include a booth at the Flea Market where they sold books and PR for the Library and a membership day in front of Winn Dixie where they provided lots of information about the Library to the community. They have talked about various fund raisers such as a dance in mid-winter (Country Couples will lease their facility for $450 for weeknights or give the Friends $100 for 25 Colony couples for Friday night), Tupperware fund raiser, a talent show, and a book fair. The Friends recently revised their by-laws. Thirty- one families have memberships in the Friends, and some businesses do, too, but it is hard to get people to take an active part. The Friends plan a float with Brownie Troop in the Christmas parade. Member Gi]lett suggested joint meeting of the Library Board and the Friends in January. 3. UPDATE ON LIBRARY PUBLIC RELATIONS PROJECTS: MUD STUFFERS, CABLE TV ADS, CALENDAR, BOOK REVIEW SCHEDULE, TALK CIRCUIT AND WEEKLY COLUMN Librarian Beckel showed the Board copies of the October and November calendars for Library activities and the newspaper column in The Colony Leader. She said that Cable TV ran ads for volunteers and toys. She showed MUD stuffers. She wants to talk to Member Gillett about the talk circuit. She suggested that the Board members get on a book review schedule. (Member Gillett volunteered for the week of December 7th and Member Bird for December 14th.) She commented that she may also ask for people to help with weekly column. Board members suggested that she publish a list of Christmas gift ideas in the column. 6. STATUS REPORT FROM THE DIRECTOR Librarian Beckel showed status reports. She mentioned October activities, such as the Halloween party, and that the statistics show great activity. She commented that we've done a great job to have come so far so fast. She further mentioned the Volunteers' Tea on December 14th from 1:00-2:00 p.m. Librarian Beckel expressed the need for us to have a lay representative to the North Texas Library System to go to meetings for community input about system's operation. Member Gillett suggested that Librarian Beckel talk with Lydia Gober about some interested Friend. 5. DISCUSSION OF CURRENT LIBRARY NEEDS Librarian Beckel discussed several Library needs: use of 16 mm movie projector, shelving needs, space problem, carpet in center aisle (popping up and dirt from PARD employees), space for summer reading participants. She mentioned that we had done lots of book purchasisng from a Half Price Book Sale, Garret Book Company, for $5.49 each and Baker & Taylor order. New purchases include the movie projector, an AV cart, a typing cart and a record player. Donations include a Kodak slide projector. Puzzle sacks will be ready next month. Member Bird asked about cassettes and software. Librarian Beckel suggested filmstrip kits. -2- 8. JUDGE DINOSAIR-MAKING CONTEST ENTRIES The Library Board judged these contest entries. 4. REVIEW GOALS AND UPDATE ON THEIR PROGRESS Librarian Beckel checked to see how Member Delgado was doing on donations from large corporations and with member Bird on grants. She stated that Member Althaus had secured the prizes for the dinosaur contest and that Member Gayle had made the dinosaur eggs. 9. CONSIDERATION OF NEXT MONTH'S AGENDA Suggestions for next month's agenda include, (1) long-range space problem Imunicipal building) and short-term space problem, (2) volunteer handbook, (3) Texas Public Library Trustee Manual, and (4) policy on use of 16 mm projector and other AV equipment. The Board suggested that on January 20th we meet at 4:00 p.m. and invite a consultant from North Texas Library System and the new City Manager to the meeting. They decided to hold the joint meeting with the Friends in February. The Board further agreed to change the meeting time from 7:30 p.m. to 6:30 p.m. in December. There being no further business to discuss, Member Bird moved to adjourn the meeting. Member Delgado seconded the motion, which passed by the following vote: Ayes: Ail members present voted aye Noes: None Chairman George Gillett adjourned the meeting at 9:35 p.m. GEORGE G~LLETT, CHAIRMAn/ ATTEST: SA~DRI GEHRKE, SECRETARY -3-