Loading...
HomeMy WebLinkAbout12/16/82 Library Board MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY HELD ON DECEMBER 16, 1982 A REGULAR SESSION of the Library Board of the City of The Colony, Texas, was called to order at 6:35 p.m. with the following members present: George Gillett Place 1 James Althaus Place 3 Elaine Gayle Place 4 David E. Bird Place 5 and with Patricia Delgado, Place 2, absent; however, a quorum was established. 1. APPROVAL OF MINUTES Member Bird moved to approve the minutes of the meeting held on November 18, 1982, as presented. Member Gayle seconded the motion. The motion was passed by the following vote: Ayes: All members present voted aye Noes: None 2. REVIEW OF TRUSTEE MANUAL Librarian Beckel said that the Board needs a board operating procedures manual; this could be in the form of a loose-leaf binder of information. She suggested that by next month's meeting, each member have ideas of what to include. Member Bird questioned about what operating procedures. Librarian Beckel suggested using the samples found in back of the manual. Member Gillett expressed concern about legal-size paper of minutes, but prefers loose-leaf binder. Member Gayle suggested keeping minutes in separate folder. Librarian Beckel suggested keeping only one operating procedures manual in the Library which gives each member easy access to any articles in it. Member Gillett suggested keeping everything, except minutes, on regular-sized paper. Member Bird suggested getting copies of these manuals from other libraries. Librarian Beckel especially wanted to emphasize the need for PR. Other important points that she mentioned are the orientation for new board members and refresher for old members. She further expressed the need to develop meeting agendas well in advance and preferred that the chairperson help to set the agenda. After much discussion, the Board decided that they prefer that Mrs. Beckel set the agenda as she knows what is needed. Librarian Beckel stressed the need to read the section about money. Librarian Beckel mentioned that the Board had discussed lobbying at last month's meeting and that Member Gayle had written some sample letters and had sent some. Member Gayle said that she had received a letter from Congressman Tip Hall, who stated that he is in favor of library money. Librarian Beckel would like to plan, with the Board, a program of giving information to the .community. She wants to discuss this further at the January meeting. MUD stuffers to be sent out in the January MUD bills. Librarian Beckel stressed the need to involve those in political process in Library's events. She mentioned last year's event during Library Week and the need to do something similar in April. Librarian Beckel suggested that the Board visit the legislature. On specific days, Board members and librarians are especially encouraged to go. She further expressed the need for Board members to attend more City Council meetings and budget hearings. In regard to volunteers, Librarian Beckel said that our volunteers do almost everything. She wanted to know how to get information out to children at school, as no one attended the after-school films on Wednesday, December 15th. She feels that we need more cooperation with school librarians. She also would like to talk to teachers and artists in specific areas to help build collection in those areas. In the fall of 1983, she would like to have an orientation for public school teachers. Member Gayle suggested doing it in the spring as teachers are swamped with things to do at the beginning of the school year. Librarian Beckel said that the Library needs someone with bookkeeping skills. She said that the Library already has someone who plans the film series, but that we definitely need more volunteers, especially on Tuesday afternoon, on Thursday afternoon and on Saturday. She does not think that we need a job description for volunteers until much later. Librarian Beckel felt that several items in the manual are self-explanatory: Friends, Freedom to Read, Library Bill of Rights, Trustee & Librarian. Member Bird suggested putting ad in paper introducing Librarian to the community similar to the bank's ads. Librarian Beckel further mentioned several other items. There is a telephone service that gives information about jobs and salaries. Space design will be discussed later in the meeting. An evaluation form is needed by February. The budgeting procedure begins in April with a Council retreat in May last year. Thereafter, extensive work is done on it. Our Board did goal-setting a couple of months ago. North Texas is doing a demographic study; a person stopped in the Library, asked a few questions and looked around for awhile. Librarian Beckel said that the trustee board needs to make its own policies. The Board needs to tackle a calendar of events in January, i.e., budget, matching grant, summer reading program. She thought that the rest of the manual is self-explanatory. In total, she thought that the manual is very good. 3. REVIEW AND ADOPTION OF VOLUNTEER HANDBOOK Librarian Beckel presented this handbook to the Board. Member Gayle asked about the age limit of 14 years for workers. Librarian Beckel siad that younger ones were problems as they required much supervision. Librarian Beckel said that the format will be like a book with a cover of the oval window at the front of the Library and run off on colored paper, perhaps construction paper. Member Gayle moved to approve the adoption of the Volunteer Hand- book. Member Althaus seconded the motion, which carried by the following vote: Ayes: All members present voted aye Noes: None 4. STATUS REPORT OF DIRECTOR Librarian Beckel reported on the following items: 1) MUD flyers will be stuffed on December 28th, 29th and 30th. We need volunteers to work starting at 10:00 a.m. on those days. 2) November statistics show that the volunteers are down by ten and their hours are down by 100. We have had more phone calls. Next month inter-library loan requests and record and video cassettes circula- tion will be added to the stats. The afternoon breaks have been very good. 3) During a discussion about facility space, Member Bird'~rePorte~l about a meeting with the Mayor, Councilman Scott North, Acting City Manager Janice Carroll, Librarian Beckel, Member Bird and Member Gillett about grants available for space. Gerald Mussey writes and counsels about grants. Some foundations give grants of money for leasing facilities for more space and then the library must take over the funding. Member Bird had sent a letter to Mr. Mussey with a list of specific library needs. Librarian Beckel had also checked with various places for more space. (a) Mol-gan Steel' St'ructure would provide 3,000 square feet to go on city land (only the shell) for $55,000. (b) Ron Walden of Fox & Jacobs did not know if they could build a shell house. Another person was going to contact the Library. (c) Scott Stone at Griffin Square Shopping -2- Center could lease the Library 6,000 square feet or less at $11.00 per square foot on a three-year lease, but everything else costs extra. (d) Ron Salfen, minister of Trinity Presbyterian Church, would sell the Library their structure in Eastvale for $70,000, but it needs to be put on a slab foundation. (e) Judy Oaks suggested moving the Karate person from next door and the Library adding that extra space at a cost of $650 per month more. The City may have to pick up the cost to move him. The Board agreed that (e) is the best option for a short-term basis. Member Bird moved that the Board pursue leasing the facility next door and work with the City Council on approval of grants. Member Althaus seconded the motion, which carried by the fo]lowing vote: Ayes: All members present voted aye Noes: None 4) Member Gillett is getting slides together and then Librarian Beckel will approach groups with it for donations to the Library. 5) When Librarian Beckel called a company to order puzzle sacks, the company did not indicate that they are out of stock at that time; hence, she called again this week to reorder them. The puzzles are ready for circulation as soon as the sacks arrive. 6) The Library has received many toy donations. Librarian Beckel plans to have some Tuesday volunteers sew some sacks in which to put the toys in order to circulate them. Board members mentioned the need to stencil or silk screen The Colony Public Library name on the sacks. Member Gillett will check about someone to silk screen on the name. 7) Bill Davis from the North Texas Library System is coming at 4:00 p.m. on January 20th to the Board meeting. 8) Video cassettes are here and ready to be checked out. 9) For The Citizen-of-the-Year Award, Librarians Beckel and Gehrke nominated Volunteer Betty Wieme. Librarian Beckel suggested that the Board members would like to do the same. 10) A toy selection policy needs to be discussed at next month's meeting. 5. PLAN FUND RAISING EFFORTS FOR NTLS GRANT Librarian Beckel suggested a "Read-a-Thon" or asking everyone for a $1.00 donation and see it turn into $2.00. Member Bird mentioned showing video cassettes (like Star Wars) and asking for donations and charging for popcorn. He further suggested that the Board have a celebrity (Cowboy football player or Dallas Cowboy cheerleader) sign autographs and charging admission. Member Gillett said we need to have the Friends do this. Member Althaus moved that the Board contact the Friends to see if they would be willing to let the Board plan a money-raising project and sponsor it in the name of the Friends. This money-raising project to have to do with a celebrity (perhaps a cheerleader) around Valentine's Day. Member Bird seconded the motion which passed by the fo]lowing vote: Ayes: All members present voted aye Noes: None Librarian Gehrke will contact someone about a cheerleader. Member Bird volunteered to check out getting a pro football player for a dinner speaker. Librarian Beckel will start working on the $1.00 campaign. Member Gillett suggested doing the "Read-a-Thon" during the Summer Reading Program. Librarian Beckel mentioned the Mary Kay project of stuffing envelopes for new dealers. Member Bird suggested going to merchants for donations. 6. FORMULATION AND ADOPTION OF USER POLICY FOR AV EQUIPMENT Librarian Beckel presented a proposed policy. Member Althaus suggested a user fee. After much discussion, the Board recommended the following fee schedule: -3- Machine Deposit Per Day User Fee 16 mm projector $50.00 $15.00 Record Player 15.00 5.00 Slide Projector 15.00 5.00 Cassette Player 15.00 5.00 OTHER 5% of Purchase $250 or less $ 5.00 Price $251-$500 10.00 $500-$1000 15.00 They also changed the borrowing period to 24 hours. Proper identification would be a Texas Driver's License or valid Texas ID or suitable ID. Member Bird moved to adopt the revised AV equipment User Policy. Member A]thaus seconded the motion, which carried by the following vote: Ayes: All members present voted aye Noes: None 7. APPOINTMENT OF LAY REPRESENTATIVE TO NTLS Member Althaus moved to appoint Member George Gillett as lay representative to the North Texas Library System. The motion was seconded by Member Bird and carried by the following vote: Ayes: All members present voted aye Noes: None 8. UPDATE ON LOBBYING FOR $1.50 PER CAPITA FOR PUBLIC LIBRARY SUPPORT Librarian Beckel presented some form letters for Board to use to write letters. The Board will report back about the letters at the January meeting. 9. BOOK REVIEW SCHEDULE FOR JANUARY Member Gillett volunteered to do a book review for January. The next Library Board meeting will be at 4:00 p.m. on January 20, 1983. There being no further business to discuss, Member Althaus moved to adjourn the meeting. Member Bird seconded the motion, which passed by the following vote: Ayes: All members present voted aye Noes: None Chairperson George Gillett adjourned the meeting at 9:25 p.m. GEORGE GILLETT, CHAIRM~Nz ATTEST: SANDRI GEHRKE, SECRETARY -4-