HomeMy WebLinkAbout1983 Library Board MINUTES OF THE LIBRARY BOARD
OF THE
CITY OF THE COLONY HELD ON
JANUARY 20, 1983
A REGULAR SESSION of the Library Board of the City of The Colony, Texas,
was called to order at 4:14 p.m. with the fo]lowing members present:
Patricia Delgado Place 2
James Althaus Place 3
Elaine Gayle Place 4
David E. Bird Place 5
and with George Gillett, Place 1, arriving at 4:30 p.m.; however, a quorum
was established. Also present were Lydia Gober, president of the Friends,
and Bill Davis, Consultant with the North Texas Library System.
1. APPROVAL OF MINUTES
Member Bird moved to approve the minutes of the meeting held on December 16,
1982, as presented. Member Gayle seconded the motion. The motion passed
by the following vote:
Ayes: All members present voted aye
Noes: None
2. VISIT FROM BILL DAVIS, CONSULTANT WITH THE NORTH TEXAS LIBRARY
SYSTEM AND DISCUSSION OF THE FOLLOWING TOPICS:
A. GRANT PROPOSALS
B. SPACE PROBLEMS
C. BOND ISSUES
D. TOY SELECTION AND CIRCULATION POLICIES
Consultant Davis discussed various issues:
A. Services Offered by N.T.L.S.
1. Consultation services
a. Patricia Spear, coordinator. Specialty, automation projects
and management
b. Bill Davis: Specialty, rural library development and audio
c. Pat Burwe]l: Specialty, children's services and 16mm films
2. 16mm fi]ms; lean toward children's films
3. Video cassette collection; adding video games
4. Planning to add software for home computers
5. PR and promotional materials
a. 1981--Safeway put on grocery bags library information
b. 1982--McDonalds provided coupons for reading club
c. Produced materials (bumper stickers, buttons, etc.)
d. 1982--produced first TV spot
6. Video production
a. 1982--had 15 children's programs produced for cable TV
(local public libraries can produce video programs for grant
proposals and then winners to be shown on cable TV)
7. Automation project: Pilot project, 10 libraries receive computers
and software
8. Money: Matching grants (NTLS money must be used to buy
books)
B. Member Delgado asked about fund raising. Consultant Davis suggested
the following:
1. Store in library--sell specific items aH the time in the library
2. Celebrity auction--auction celebrity personal items
3. Bake sa]es
4. Persona] contact--businesses or individuals
3. OTHER ISSUES
Librarian Beckel handed out a packet of information that she decided that
we would discuss at the next meeting. She encouraged everyone to read through
the memo to the City Manager. Afternoon Break information and the Film
Festival schedule were also included. She suggested that Board members
jot down ideas on the calendar for Board meetings. Member Althaus volunteered
to do a book review for the newspaper for February. Librarian Beckel mentioned
that the statistics for December were down because of the holidays.
Librarian Beckel requested some discussion about the toy circulation policy.
The Board decided to assess a $2.00 fine if a piece is lost or damaged beyond
future use.
Librarian Beckel asked Consultant Davis for any input about bond issues.
He said that this is not necessarily a good time to do one because of the
economic situation. He further stated that lots of planning is needed: (1)
We must decide what we want--free-standing building, floor plan (square feet
and cost of building; (2) We must organize committees to do various jobs;
(3) We must set up a theme; (4) We should check card holds against voting
list (registered voters); and (5) We need a phone bank and organize coffees.
Librarian Beckel asked about allowing patrons to use the manual typewriter
free in the library. The Board agreed that this is a good idea.
There being no further business to discuss, Member Delgado moved to adjourn
the meeting. Member Althaus seconded themotion, which passed by the following
vote:
Ayes: All members present voted aye
Noes: None
Chairperson George Gillett adjourned the meeting at 6:30 p.m.
GF~DR~E GI]SL]~TT, CHAIRMA~
ATTEST:
SANDRI GEHRKE, SECRETARY
-3-
CITY OF THE COLONY
DENTON COUNTY, TEXAS
FEBRUARY 1, 1983
TO ALL INTERESTED PERSONS:
Notice is hereby given of a SPECIAL SESSION of the Library Board of the
City of The Colony, Texas, to be held on the 3rd day of February, 1983,
at 6:30 p.m. at The Colony Public Library, Colony Square Shopping Center,
Suite 540, at which meeting the following will be discussed:
1. Update on Fund Raising Activities for Matching Grant for NTLS
2. Discussion of Building Program for Upcoming Bond Issue
3. Formation of Committees for Building Program on Upcoming Bond Program
It is an urgent public necessity that the matters mentioned in
this notice be considered at an early date so as to further the
public we]fare of the inhabitants of the City by taking timely
action.
CERTIFICATE
I certify that the above notice of meeting was posted on the front door of
City HaH on the 1st day of February, 1983, at 5:00 p.m.
MINUTES OF THE LIBRARY BOARD
OF THE
CITY OF THE COLONY HELD ON
FEBRUARY 3, 1983
AN EMERGENCY SESSION of the Library Board of the City of The Colony,
Texas, was called to order at 6:40 p.m. with the following members present:
George Gillett Place 1
Patricia De]gado Place 2
James A]thaus Place 3
Elaine Gayle Place 4
David E. Bird Place 5
and with no members absent; thus, a quorum was established.
2. DISCUSSION OF BUILDING PROGRAM FOR UPCOMING BOND ISSUE
Chairperson Gillett stated that the basic purpose of this emergency meeting
was to discuss the bond proposal. This possible bond issue is to be voted
on in June. Librarian Beckel said that the City Council will discuss it at
Monday night's meeting if they can meet with the Library Board at its next
regular meeting on February 17th. Then, Member Gillett asked Librarian
Beckel to discuss how she put the information together which is included on
the Building Program Outline. As she read over the outline, Librarian Becke]
made various comments about the sources of her information, basically ALA
standards and pamphlets about public libraries. William Gooch, assistant state
librarian, in Austin, Texas, is a building consultant who will come out to
The Colony on February 25th to help us with the program writing (III on
the outline).
Member Gillett said that he has information about the types of populace. He
also discussed the timetable in relation to the actual date on which the bond
proposal will be voted upon. He further explained what a demographic study
is. In addition, he expressed the need to think about new companies locating
in the area (EDS and Frito-Lay) and the land annexation suit.
Librarian Beckel stated that the building should be constructed so that it
will last for 20 years of use. Member Gillett said that the Board should consider
a shared facility or a free-standing building. Then he discussed the tax
rate and that the Council does not want to raise taxes next year more than
three cents. He further said that we should think about whether PARD will
want a joint building. Then he shared some information about the 1980 census
to help the members decide what areas of emphasis are needed in a library
for our city.
1980 census - 11,586 population February 1983 Estimated
Population - 14,800
Percentage of Population in Various A~e Levels
1- 4 years 14.0 30-34 years 16.7
5- 9 years 11.7 35-44 years 10.4
10-14 years 7.5 45-54 years 3.5
15-17 years 2.7 55-59 years 1.1
18-19 years 1.4 60-64 years 0.6
20-24 years 9.5 65-74 years 0.8
25-29 years 20.1 75-84 years 0.1
Median age, 25.8 years; male median age, 26.1 years; female median age,
25.5 years.
Member Bird asked what should the Board do right now. Librarian Beckel
said that she would like the Boad to brainstorm to see what we want. According
to ALA standards, she said that we need 11,800 square feet and two books
per capita or 30,000 volumes. Member Gillett said that there are too many
unanswerable questions at this point and that we need to talk to the Council
first. Member Delgado suggested that the Board set up the ideal situation
and then talk to the Council about it. Member Gil]ett suggested that the Board
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There being no further business to discuss, Member A]thaus moved to adjourn
the meeting. Member Delgado seconded the motion, which passed by the following
vote:
Ayes: All members present voted aye
Noes: None
Chairperson George Gillett adjourned the meeting at 8:40 p.m.
G~ORGE (~ILLETT, CHA~IR~[~
ATTEST:
SANDRI GEHRKE, SECRETARY
-3-
CITY OF THE COLONY
DENTON COUNTY, TEXAS
FEBRUARY 9, 1983
TO ALL INTERESTED PERSONS:
Notice is hereby given of a REGULAR SESSION of the Library Board of the
City of The Colony, Texas, to be held on the 17th day of February, 1983,
at 6:30 p.m. in the conference room of The Colony Public Library in Suite
540 of the Colony Square Shopping Center, at which meeting the fo]lowing
will be discussed:
1. Approval of Minutes
2. Director's Status Report
3. Report from Board Members:
David Bird: Grant Applications
Elaine Gay]e: Toy Companies and Donations
Patricia De]gado, James A]thaus and George Gi]]ett: Money Donations
for NTLS Grant
4. Po]icy Manual Update and Changes
5. Calendar of Events
6. Summer Reading Program
7. Birthday Party
8. Distribute Volunteer Handbook
CERTIFICATE
I certify that the a.bgye notice of meeting was posted on the front door of
City Hall on the //'~- day of February, 1983, at/Of
Barbara Stiefer, ~De~ty City Secretary
MINUTES OF THE LIBRARY BOARD
OF THE
CITY OF THE COLONY HELD ON
FEBRUARY 17, 1983
A REGULAR SESSION of the Library Board of the City of The Colony, Texas,
was called to order at 6:48 p.m. with the following members present:
George Gil]ett Place 1
Patricia Deigado Place 2
David E. Bird Place 5
and with James Althaus, Place 3, arriving at 7:15 p.m. and Elaine Gayie, Place 4,
arriving at 7:40 p.m.; however, a quorum was established. Councilman Larry
Sample was also present.
1. APPROVAL OF MINUTES
Member Delgado moved to approve the minutes of the meetings held on January
20, 1983, and February 3, 1983, as presented. Member Bird seconded the
motion. The motion was passed by the following vote:
Ayes: All members present voted aye
Noes: None
2. DIRECTOR'S STATUS REPORT
Librarian Beckel first reported on the monthly statistics report. The patrons
were up 200 from last month (December). The circulation was up 500 from
December. One hundred to two hundred new cards are usually issued a month.
Circulation of video cassettes was 97 for December. Circulation of Audio visual
(sound boks) was 66 for December. She explained that rea]ia is toys and
puzzles. Inter Library Loan requests numbered 24 for December. Telephone
calls were way up. She further commented that the library got income tax
forms as a necessity since it is advertized on TV. She also stated that the
cumulative report is a yearly total. She said that we had acquired four or
five new volunteers in January. There were no special programs in January,
as it was a planning month. Films and afternoon breaks have been scheduled
through May.
Then, Librarian Beckel reported that Member Bird, Member Delgado and Librarians
Becke] and Gehrke had toured two area libraries for comparison in drawing
up a proposal for the bond issue. Member Bird commented about the size
of the two libraries: McKinney Public Library has a 2,000 square foot community
room and 4,000 square feet of actual library space; Plano Branch Library
has 10,000 square feet and a basement of the same area that also has computers
in it. Both Members Bird and De]gado commented that the circulation desk
area in both libraries was not adequate because of the change over to computers.
Member Delgado said that we need to consider windows and lighting in our
proposal. She also said that she liked the children's area in Piano with steps
(carpeted) instead of chairs and tab]es. Councilman Sample asked about
the computer in Piano. Member Delgado explained that the tour was to see
about square footage and how fast the libraries grew into it. Councilman
Sample said that the Council discussed a municipal complex but that that has
not been defined. He further stated that the municipal complex and another
fire station are the only two actual buildings in discussion. Member Bird
mentioned the special fact of Piano that the basement added for only $60,000
to a one million dollar building. During a genera] discussion about a basement,
Councilman Sample suggested that one needed to check to see if the soil in
the area is able to withstand a basement structure. Librarian Beckel stated
that the circulation desk definitely should be designed for eventual computer
use.
Finally, Librarian Becke] reported on the update of our matching grant.
Currently, we have $1500, but that does not include carnation and candy
sales.
-1-
Rush at The Colony Bank but that he is busy with their annual meeting so
member Gillett will contact him again next week. Librarian Beckel then reported
on the various donations in the buck box.
4. POLICY MANUAL UPDATE AND CHANGES
Librarian Beckel asked all Board members to add the fo]lowing sheets to their
policy manual: (1) realia policy, (2) toy and puzzle policy, (3) pre-school
story time policy and (4) problem patron policy from Fort Worth which was
tentatively adopted (if not already in packet). She said that she would have
the meeting room policy and audio visual borrowers' po]icy for next month's
meeting. Then Librarian Beckel handed out some information about architects
to be read by next month's meeting.
5. CALENDAR OF EVENTS
Librarian Beckel announced the following events:
February 25th at 10:00 a.m.- William Gooch from the State Library
March 1st - Annual Report due
March 15th - Grant money due & building program planning
April- Start planning budget
May - Budget proposa]s for year
Second week in June - Summer reading program
6. SUMMER READING PROGRAM
Member Gil]ett read the tentative plans for it and for a "Read-a-Thon". Librarian
Beckel expressed a need for people to teach classes for various age levels
of crafts, story-te]ling and reading activities. She further expressed a desire
to charge a small fee for the classes to cover the cost of class materials.
The Board saw no problem with this.
7. BIRTHDAY PARTY
Librarian Beckel reported that April 23rd is the Birthday Party for the Library
during National Library Week. A tentative program is planned for all day,
starting at 10:00 a.m. with speeches by the Library Director, the Mayor and
the City Manager. Throughout the day, various performances will be scheduled
by the Peters Colony choir, the Griffin Middle School band, Clarissa Parker's
twirlers and dance studio dancers. The Board suggested getting a clown
and selling helium-filled balloons. There will probably be a book sale. Librarian
Beckel asked for Board members to volunteer to serve on various committees.
The Board members signed up to do so.
8. DISTRIBUTE VOLUNTEER HANDBOOK
Librarian Beckel distributed the completed volunteer handbook.
There being no further business to discuss, Member Delgado moved to adjourn
the meeting. Member Althaus seconded the motion, which passed by the following
vote:
Ayes: All members present voted aye
Noes: None
Chairman George Gillett adjourned the meeting at 9:05 p.m.
GEORGE GI~LETT, CHAIRMAN/./
ATTEST:
SANDRI GEHRKE, SECRETARY
-3-
CITY OF THE COLONY
DENTON COUNTY, TEXAS
MARCH 9, 1983
TO ALL INTERESTED PERSONS:
Notice is hereby given of a REGULAR SESSION of the Library Board of the
City of The Colony, Texas, to be held on the 17th day of March, 1983,
at 6:30 p.m. in the conference room of The Colony Public Library in
Suite 540 of the Colony Square Shopping Center, at which meeting the
following will be discussed:
1. Approval of Minutes
2. Director's Status Report
Annual Stat Report
Grant Update
Immediate Goals & Needs
3. Report from Board Members:
David Bird: Grant Applications
Elaine Gayle: Toy Companies & Donations
Tricia Del Gado: Cash Donations
James Althaus: Cash Donations
George Gillett: Cash Donations
4. Birthday Party Update
5. Review Handouts from February 17 meeting
6. Discussion & Planning of Building Program for the Bond Issue
I certify that the above notice of meeting was posted on the front
door of City Hall on the day of March, 1983, at .
Barbara Stiefer
Deputy City Secretary
MINUTES OF THE LIBRARY BOARD
OF THE
CITY OF THE COLONY HELD ON
FEBRUARY 17, 1983
A REGULAR SESSION of the Library Board of the City of The Colony, Texas was called
to order at 6:48 p.m. with the following members present:
George Gillett Place 1
Patricia Delgado Place 2
David E. Bird Place 5
and with James Althaus, Place 3 arriving at 7:15 p.m. and Zlaine Gayle, Place 4
arriving at 7:40 p.m.; however, a quorum was established. Councilperson Larry
Sample was also present.
I. APPROVAL OF MINUTES
Member Delgado moved to approve the minutes of the meetings held on January P_O, 1983
and on February 3, 1983, as presented. Member Bird seconded the motion. The
motion was passed by the following vote:
Ayes: All members present voted aye
Noes: None
2. DIRECTOR'S STATUS REPORT
Librarian Beckel first reported on the monthly statistics report, lhe patrons were
up 200 from last month (Dec.). The circulation was up 500 from Dec. 1I]0-200 new
cards are usually issued a month. Circulation of video cassettes was ?7 for Dec.
Circulation of Audio visual (sound books) was 66 for Dec. She explained that
--~ realia is toys and puzzles. Inter Library Loan requests numbered 24 for Dec.
Telephone calls were way up. She further commented that the library got income
tax forms as a necessity since it is advertized on FV. She also stated that the
cumulative report is a yearly total. She said that we had acquired 4 or 5 new
volunteers in Jan. There were no special programs in Jan. as it was a planning
month. Films and afternoon breaks have been scheduled through May.
Then, Librarian Beckel reported that Member Bird, Member Delgado and Librarians
Beckel and Gehrke had toured two area libraries for comparison in drawing up a
proposal for the bond issue. Member Bird commented about the size of ~e two
libraries: McKinney Public Library has a 2,000 square foot community r()om and
4,000 square feet of actual library space, Plano Branch Library has iO,~F]O square
feet and a basement of the same area that also has computers in it. ~oth ,qembers
Bird and Delgado commented that the circulation desk area in both libraries was
not adequate because of the change over to computers. Member Delgado s~id that we
need to consider windows and lighting in our proposal. She also said -~hat she
liked the children's area in Plano with steps (carpeted) instead of c~,cirs and
tables. Councilperson Sample asked about the computer in Plano. Men~ber I!elgado
explained that the tour was to see about Square footage and how fast t!~e 'libraries
grew into it. Councilperson Sample said that the Council discussed a mu~aicipal
complex but that that has not been defined. He further stated that the n~]nicipal
complex and another fire station are the only two actual buildings in discussion.
Member Bird mentioned the special fact of Plano that the basement adde¢! for only
$60,000 to a one million dollar building. During a general discussion ::~bout a
basement, Councilperson Sample suggested that one needed to check to see if the
~oil in the area is able to withstand a basement structure. Librarian Becke!
stated that the circulation desk definitely should be designed for eventual computer
use.
Finally, Librarian Beckel reported on the update of our matching grant. Currently,
we have $1500, but that does not include carnation and candy sales.
3. REPORT FROM BOARD MEMBERS:
DAVID BIRD: GRANT APPLICATIONS
Member Bird reported that he had sent letters about applications for grants to five
places: Effie & Wofford Cain Foundation, Communities Foundation of Te×as, Sallie
Dickson Memorial Fund Trust, Dresser Foundations and Leland Fikes Foundation. tte
had received a response from the Leland Fikes Foundation and that we have been put
on their agenda. He said that he will probably contact the others by telephone.
Then, he plans to contact probably five more this week. lie then expla~ined the letter
that he had written to Councilperson Sample. There followed general discussion about
the cost for rent per square foot and about the bond issue.
Councilperson Sample commented that the Council is preparing an earlier budget for
this year. He further stated that only a set amoung will be put in the bond issue.
He said that one would vote for individual issues; two different issues ,in the ballot
would be the municipal complex and a fire station. He ti~en said that the plan is to
widen Highway #121 in five years. He sees lots of growth in two to five years.
Librarian Beckel questioned with such great growth in two to five years, how do we
project the amount of needed space? Councilperson Sample stated that the growth
depends on the annexation of land. He suggested that we wait one and one-half
months to make specific plants because of Frisco annextation decision. We could
make general plans now. He further stated that his answer depends on growth patterns
and building development, but he projected a population of 20,000 to 25,000 in five
years. Councilperson Sample suggested that the Board plan for figures for a free-
stand library and alternatives (part of a municipal complex), for exam?lo, how much
square footage in a complex. He said that a municipal complex does not have to be
one building. He further said that the City owns 14 acres overlooking the lake
across Highway #423 from Wal-Mart. He further suggested that the Board should
project how soon the library will be computerized and the use of microfilm. Perhaps,
the City could coordinate computers in all City offices, he said. Librarian Beckel
commented that computers would certainly make record keeping much more efficient.
Couocilperson Sample stated that he and Counciperson Dodds are to work ~]n the
feasibility of computer use in City record keeping. Librarian Beckel asked about the
timetable on the bond issue. Councilperson Sample said to shoot for a July or Aug.
election. He said that the first step is to get our wish list together. Then, the
Board needs to get its proposal to the Council by April or May. He sa~,~ ~.~hat the
budget will be worked on in early May. Probably the Council will start with a zero-
base budget and work from there. The Council will just be going throng~ the pro-
jection for the budget. Member Gillett thanked Counc~lperson Sample f(~r c(~ming.
Councilperson Sample asked the Board's opinion if each board thinks th~.~t the Council
just ignores it. Member Gillett said that they reall~v did not, but theft there is a
lack of coordination. Councilperson Sample said that the Co~.~ncil is c~nsidering
assigning a liaison to each board.
ELAINE GAYLE: TOY COMPANIES AND DONATIONS
Member Gayle said that she needs addresses of toy companies so that she can write to
them for donations for the library. In reporting on money donations, Member Gayle
said that Dr. Armstrong's receptionist was very protective of the doctor and would
not allow her to talk directly to her, that Dr. Pirano said that business isn't good
at all, and that Dr. Zeitman will make a donation in two weeks.
Member Bird suggested that someone should contact Universal Health Services for a
donation.
PATRICIA DELGADO, JAMES ALTHAUS AND GEORGE GILLETT: .MONEY DONATIONS FOR NTLS GRANT
Member Delgado reported that Dr. Seidler had given $100, that Dr. Manning wouldn't
be specific, and that she needed to talk to Amreins and Howard Thornton yet. Librarian
Beckel asked if Member Gayle had contacted LaPetite, and she responded that she had not.
Member Althaus responded that he had not done anything yet.
Member Gillett reported that he had contacted .Hark Rush al; The Colony 3ank but that
he is busy with their annual meeting so Member Giliett wil'l contact hi,~ again next week.
Librarian Beckel then reported on the various donations in the buck
4. POLICY MANUAL UPDATE AND CHANGES
Librarian Beckel asked all Board members to add the following sheets to t~eir policy
manual: (1) realia policy, (2) toy and puzzle policy, (3) pre-school story time policy
and (4) problem patron policy from Fort Worth which was tentatively adopted (if not
already in packet). She said that she would have the meeting room policy and audio
visual borrowers' policy for next month's meeting. Then Librarian Beckel handed out
some information about architects to be read by next month's meeting.
5. CALENDAR OF EVENTS
Librarian Beckel announced the following events:
Feb. 25 at 10:00 a.m. - William Gooch from the State Library
March 1 - annual report due
March 15 - grant money due & building program planning
April - start planning budget
flay- budget proposals for year
second week in June - summer reading program
6. SUMMER READING PROGRAM
Member Gillett read the tentative plans for it and for ~ "Read-a-thon.'~ Librarian
Beckel expressed a need for people to teach classes for' various age !e,;ei,.~ of crafts,
story-telling and reading activities. She further expressed a desire ~.[~ charge a
small fee for the classes to cover the cost of class materials. The [~,'..,ard saw no
problem with this.
7. BIRTHDAY PARTY
Librarian Beckel reported that April 23 is the Birthday Party for lib~,~,ry ~uring
National Library Week. A tentative program is planned for all day, starting at lO:OOa.m.
with speeches by the library director, the mayor and the city manager. Throughout
the day, various performances will be scheduled by the Peters Colony choir, the
Griffin Middle School band, Clarissa Parker's twirlers and dance studio dancers. The
Board suggested getting a clown and selling helium-filled balloons. There will
probably be a book sale. Librarian Beckel asked for Board members to volunteer to
serve on various committees. The Board members signed up 'to do so.
8. DISTRIBUTE VOLUNTEER HANDBOOK
Librarian Beckel distributed the completed volunteer handbook.
l'here being no further business to discuss, Member Delgado moved to adjourn the
meeting. Member Althaus seconded the motion, which passed by the following vote:
Ayes: All members present voted aye
Noes: None
Chairperson George Gillett adjourned the meeting at 9:05 p.m.
CITY OF THE COLONY
DENTON COUNTY, TEXAS
MARCH 18, 1983
TO ALL INTERESTED PERSONS:
Notice is hereby given of a REGULAR SESSION of the Library Board of
the City of The Colony, Texas, to be held on the 24th day of March,
1983, at 6:30 p.m. in the conference room of The Colony Public Library
in Suite 540 of the Colony Square Shopping Center, at which meeting
the following will be discussed:
1. Approval of Minutes
2. Director's Status Report
Annual Stat Report
Grant Update
Immediate Goals & Needs
3. Report from Board Members:
David Bird: GRant Applications
Elaine Gayle: Toy Companies & Donations
Tricia Delgado: Cash Donations
James Althaus: Cash Donations
George Gillett: Cash Donations
4. Birthday Party Update
5. Review Handouts from February 17 meeting
6. Discussion & Planning of Building Program for the Bond Issue
7. Consideration of Recommendation of Televising City Council Meetings
8. Discussion of Attendance Policies for Library Board Meetings
I certify that the above notice of meeting was posted on the front
door of City Hall on the ~ day of March, 1983, at /~~
Barbara Stieferf
Deputy City Secretary
MINUTES OF THE BOARD MEETING
OF THE
CITY OF THE COLONY HELD ON
MARCH 24, 1983
A REGULAR SESSION of the Library Board of The City of The Colony, Texas, was called
to order at 6:45 p.m. with the following members present:
George Gillett Place 1
Patricia Delgado Place 2
Elaine Gayle Place 4
David E. Bird Place 5
and with James Althaus, Place 3, being absent; however, a quorum was established.
1. APPROVAL OF MINUTES
Member Bird moved to approve the minutes of the meeting held on February 17, 1983,
as presented. Member Gayle seconded the motion. The motion was passed by the
following vote:
Ayes: All members present voted aye.
Noes: None.
Member Gayle moved to approve the minutes of the meeting held on March 17, 1983,
as presented. Member Delgado seconded the motion. The motion was passed by the
following vote:
Ayes: All members present voted aye.
Noes: None.
2. DIRECTOR'S STATUS REPORT
Librarian Beckel asked the Board members to look at the various statistic reports--
monthly and yearly. Then she commented on several items: (1) Many people came to
the Afternoon Break activities last month. (2) One new volunteer joined the staff
last month. (3) We have spent most of the City's money for books in the budget
($5,000+) (4) On yearly report, note all the toy donations; she spent only about
$30 of the library budget for them. (5) Think about next year's budget. (6) We
received some new donations: a desk from Dr. Zeitman and a chalkboard and some new
paperback shelves from Paul LeMaire.
Member Bird suggested that we check with Crafty Corner about table top easels as
they are going out of business. Librarian Beckel stated that starting March 1, 1983,
patrons have unlimited checkout after the first time when they can check out only
two items. She further said that over 4,000 people came in for various programs.
Regarding the grant update, Librarian Beckel asked the Board for its input about
immediate goals and needs. She asked what the Board wants to spend the $2,000 in
the matching grant program on. She said that Librarian Gehrke is currently preparing
a book order. Librarian Gehrke commented that she would like more suggestions for
the book order. She is currently preparing a list emphasizing easy readers and other
requested books or subjects.
Member Bird suggested shelving for the other $2,000 and then asked what we need.
Library Beckel answered shelving and souhd books. Member Delgado asked about the
woman who offered to donate $500 to the library. Librarian Beckel explained that
she had died and that the Friends had bought two books for the library in her memory.
Librarian Beckel then said that the Friends had suggested shelving and a sign.
Member Gillett said that we need to check into what the Shopping Center's sign
restrictions are. The Board generally agreed that we need a sign but that $900 is a
lot of money to spend on one when the Library won't always be here. Librarian Beckel
suggested some metal signs that directs people to the library. She said that ALA has
them for about $14.50. Member Gillett suggested that we check about Shopping Center's
sign restrictions and perhaps get a few metal signs. Librarian Beckel agreed that
Minutes of the Board Meeting
March 24, 1983
Page 2
that is a good idea to go for metal signs and shelves. Member Bird asked if there
is a need for specific office equipment. Librarian Beckel suggested a calculator.
Member Gillett asked about the cost of shelving. Librarian Beckel said that we had
received some wood paperback shelves for $15. and free labor. Member Gayle inquired
about the latest on moving the Karate people. Librarian Beckel stated that she had
had no feedback from the City Manager and had had no new word from Judy Oaks. She
stated that the Karate place costs $650 a month and electricity. For next year's
budget, rent for our current facility with PARD moving out and for the Karate place
would be about $20,280, Librarian Beckel said. She further stated that that doesn't
include any reconstruction. The full budget for next year is tentatively $62,020,
Librarian Beckel said. Member Gillett asked about fire regulations. Librarian
Beckel explained that the library had had a fire inspection. The requirements are 3
foot aisles, exit lights and a fire extinguisher. We are already over loaded concerning
people, she stated. Member Gayle suggested putting shelves in the conference room.
Librarian Beckel said that many programs are held there and that she hates to lose
the space. Member Gillett inquired about convincing the City to move PARD out before
next fiscal year. Librarian Beckel said that she didn't know. Member Gillett said
that he would pursue this (removal of PARD). Librarian Beckel stated that another
consideration is the pick up on rent and that we have no money in the budget for it.
She said that she would consult the shelving salesman about estimates for double-
faced units in two rooms. She then reiterated that the #1 priority is shelves and
the #2 priority is median and directional signs for the parking lots.
Librarian Beckel introduced the subject of next year's budget. She needs to figure
out the estimated expenditure for the rest of this year and the proposed one for
next year. She further stated that we need to stay on budget for this year because
of three unbudgeted items: water, electricity and phone. Member Gillett said that
disregarding rent, what other increases are there for next year. Librarian Beckel
mentioned salary: director for 40 hours per week at $8.00 an hour is $16,640 and
the assistant for 20 hours per week at $8.00 an hour is $8,320. Member Gillett
suggested that if the assistant is paid less than the director, perhaps we could
sell the budget better. Librarian Beckel commented that other department heads make
$20,000 or more a year, except PARD. She emphasized that the Library needs a full-
time director. Member Gayle suggested that we raise the director to $8.25 ($17,160).
Librarian Beckel said that her goal is to get a fulltime director whose salary
includes insurance and other fringe benefits. She then mentioned other salary items:
clerk for 15 hours per week at $5.00 an hour is $3,900 and a director of volunteers
for 15 hours per week at $4.00 an hour is $3,120. Librarian Beckel then presented
the following budget, excluding salaries which had already been discussed:
Office supplies 500
Postage 400
Magazines 400
Processing supplies 400
Contracting services 900 (including maintenance on new space)
Printing, binding 600
Electricity 5000
Water 200
Telephone 900
Travel expenses 400
Dues, memberships 100
Building rental 20,280
Building maintenance 300 (paper towels and toilet tissue)
Furniture maintenance 500
New Office furniture (shelves for next door)
Capital (books) 7000
Member Gayle asked if the bond issue goes, when will we have a new building.
Member Gillett said 18 months to two years.
Minutes of the Board meeting
March 24, 1983
Page 3
3. REPORT FROM BOARD MEMBERS
Member Gillett said that in regard to cash donations, we had met our goat and
everyone has a sheet explaining the donations. Member Bird stated that he had
written ten letters and had received three negative responses and one possible.
He is more willing to write more letters but feels it's getting late now. Librarian
Beckel suggested that he re-write the letter, depending on bond issue outcome or
possibility of a bond issue. She further said that we will hear from the J. Frank
Dobie grant in April. Member Gayle said that we could see the City Council with
the matching grant and J. Frank Dobie, if we get it. Member Gillett suggested that
we put letters for grants on hold for now until after the bond election and asked
Librarian Beckel's opinion. Librarian Beckel agreed and said that then we could
send letter for list of specific needs later on. Member Gayle said that many of
her letters to toy companies were returned because of wrong addresses. She further
stated that she had sent 13 letters and had received four unopened letters.
4. BIRTHDAY PARTY UPDATE
Member Delgado said that Joy Griffin Dance Studio will provide three groups of
dancers for noon for the birthday party entertainment. Member GAyle said that the
Peters Colony Choir is probably coming and that she will call band to see if they
can come for sure and check with the choir to perform. Member Gillett said that he
has engaged a clown. Member Bird asked about where to get books for the book sale.
Librarian Beckel suggested the Lewisville and Carrollton public libraries. Librarian
Gehrke suggested putting an ad or article in paper asking for books for the book
sale. Librarian Beckel asked about publicity. Member Gayle is working on posters.
Librarian Beckel mentioned the S. Colony bulletin board, cable TV and press releases.
She also said that we have the buttons and balloons. Librarian Gehrke said that
Friends are in charge of refreshments. Librarian Beckel suggested that the Board
plan to be at the library before 9:00 a.m. on April 16 in order to set up for the
celebration.
5. REVIEW HANDOUTS FROM FEBRUARY 17 MEETING
Librarian Beckel said that the handouts from the February 17 meeting had to do with
hiring an architect and that we will discuss this at the next meeting.
6. DISCUSSION & PLANNING OF BUILDING PROGRAM FOR THE BOND ISSUE
Librarian Beckel read the letter that accompanied the draft. The Board then
discussed the proposed draft.
7. CONSIDERATION OF RECOMMENDATION OF TELEVISING CITY COUNCIL MEETINGS
Member Gillett explained that the City's franchise for cable TV says that the
system has the capability to televise City Council and other meetings as a public
service free for the people, but that the cable TV doesn't have all equipment yet.
He then suggested that the Board propose to City Council that cable TV televise
meetings as educational programs. Librarian Beckel questioned the possibility to
televise children's programs in the library. Member Gillett admitted that initially
this had been his idea but that he had also talked to Scott North and that North
said that it's the Library Board's perogative as an advisory body to recommend this
idea to the City Council. Librarian Beckel siad that this would be good PR for
the library. Member Gayle moved that Member Gillett and LibraCian Beckel draft a
proposal to City Council that the Council meetings be televised periodically and
that public interest programming be supported by the Council. Member Delgado
seconded the motion. The motion was passed by the following vote:
Ayes: All members present voted aye
Noes: None
8. DISCUSSION OF ATTENDANCE POLICIES FOR LIBRARY BOARD MEETINGS
Member Gillett suggested that the Board establish a set time to wait for a quorum
to be established. Member Bird moved to wait for 15 minutes after the posted meeting
time for a quorum to be established before the meeting is called off. Member Gayle
seconded the motion. The motion was passed by the following vote:
Minutes of the Board meeting
March 24, 1983
Page 4
Ayes: Ail members present voted aye
Noes: None
There being no further business to discuss, Member Bird moved to adjourn the ~
meeting. Member Gayle seconded the motion, which passed by the following vote:
Ayes: Ail members present voted aye
Noes: None
Chairperson George Gillett adjourned the meeting at 9:10 p.m.
GEORGE GIL~ETT; CHAIRMAN
ATTEST:
SANDRI GEHRKE, SECRETARY
CITY OF THE COLONY
DENTON COUNTY, TEXAS
APRIL 8, 1983
TO ALL INTERESTED PERSONS:
A SPECIAL SESSION of the Library Board of the City of The Colony, Texas,
will be held on the 12th day of April, 1983, at 7:30 p.m., at which meeting
the following will be discussed:
1. Consideration of Municipal Complex Plans
CERTIFICATE
I certify that the above notice of meeting was posted on the front door
of City Hall on the 8th day of April, 1983, at 5:00 p.m.
Jani~//ChrrolI, City
CITY OF THE COLONY
DENTON COUNTY, TEXAS
MAY 13, 1983
TO ALL INTERESTED PERSONS:
Notice is hereby given of a REGULAR SESSION of the Library Board of the
City of The Colony, Texas, to be held on the 19th day of May, 1983, at 7:30 p.m.
in the conference room of The Colony Public Library in Suite 540 of The Colony
Square Shopping Center, at which meeting the following will be discussed:
1. Approval of Minutes
2. Director's Status Report
3. Review of Birthday Party
4. Plan for Summer Reading Program
5. Discussion and Planning of Building Program
CERTIFICATE
I certify that the above notice of meeting was posted on the front door of
City Hall on the 13th day of May, 1983, at 5:00 p.m.
~)ep~ City Secretary
MINUTES OF THE LIBRARY BOARD
OF THE
CITY OF THE COLONY HELD ON
MAY 19, 1983
A REGULAR SESSION of the Library Board of the City of the Colony, Texas, was called
to order at 7:35 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, being absent; however, a quorum was established.
1. APPROVAL OF MINUTES
Member Bird moved to approve the minutes of the meeting held on March 24, 1983, as
presented. Member Gayle seconded the motion. The motion was passed by the
following votes:
Ayes: All members present voted aye.
Noes: None.
2. DIRECTOR'S STATUS REPORT
Director Beckel asked the board members to look at the monthly statistic reports
for March and April. She noted the increase in number of patrons during March
because of Spring Break activities. She further explained the use of matching
grant monies by the Friends:
1. Library sign has been placed above the door.
2. Road directional signs have come in, but Community Development has to install
yet.
3. Compton's Encyclopedia, Webster's Dictionaries and Atlas are in.
4. The book cart came in, but was damaged; hence, it has been returned.
5. Sound books are being processed for patron use.
6. Children's furniture is due in at the end of June.
7. Book trucks are on order.
8. There was only $500 for additional shelving.
Director Beckel reported that Librarian Gehrke sent off a book order for $2000 worth
of books with the matching grant monies from NTLS. In addition, the library has
received $862 more from NTLS. Librarian Gehrke stated that she is spending it on
juvenile books, genealogy books and other specific subject requests. Director Beckel
pointed out in the April statistics that over 3000 patrons cards have been issued.
Member Gillett suggested that the library should plan some special type of recognition
for the patron who receives card #5000. Director Beckel also noted an increase in
inter-library loan requests. She also reported that this month the library will lose
one volunteer who is moving to Florida. She stated that the library was busy in
April with special events programs. In addition, she said that the VFW had donated
a book and had a picture taken for themedia at the presentation. She also mentioned
that she had received good comments about the birthday party. She then reported on
the Volunteer Tea at which the Friends gave each volunteer a personalized mug and
the Library a Coffee Maker and some supplies for it.
In an update on the building program, Director Beckel reported that she had talked
to the City Manager today, and he said that the library could be in a new facility
by 1984 or 85. He also said that he's planning on a free-standing structure.
Director Beckel then presented the proposed budget for 1983-84. Member Gillett
questioned what a technical services librarian is. Director Beckel explained that
is what Sandi Gehrke does -- cataloging, processing books, media collection, weeding
of the collection, etc. Librarian Beckel said that the City Manager wants to start
with a zero-base budget (what we already have) and then hopefully the City Council
will use extra revenue for salary increases first, additional staff second and capital
expenditures third. She mentioned that the Council retreat is scheduled for Saturday,
May 21, from 9 a.m. to 5 p.m. at the Lewisville Holiday Inn. She stated that next
year's budget will have added to it rent, electricity, water and contractual services
Minutes of the Board Meeting
May 19, 1983
Page 2
because PARD is moving to Gene Pollard's office the first of June. Member Gayle
asked what the library will do with the PARD office. Director Beckel proposes to
knock out the three walls of the three small rooms, move the library office into
the PARD office and a recreational reading area placed in front near the circulation
desk. She gave the figure amounts for a zero-based budget with increases in only
electricity, rent, water, and telephone. Me~ber Gillett commented that from what
he had heard from the ex-mayor and Council members, we would be lucky to get a $50,000
budget as they do not want to raise taxes. Librarian Beckel asked what the Board's
priorities are for the budget. Member Althaus said there is a greater need for a
salary increase and a fulltime director. How can you have an entity without a full-
time person to run it, he asked. Member Gillett stated that the senior~person should
have more salary and benefits because of more responsibility. In general, the Board
stated that the need for a fulltime person is the #1 priority. Director Beckel added
that she prefers shelving to a part-time volunteer coordinator. Member Bird pointed
out that this year's budget is $15,000 more than the last year's budget, but that
the City Manager wants us to work for only an $8,000 increase for next year. Member
Gillett said that there is an even greater discrepancy because the first budget was
actually onSy $15,000 but that Dan Savage had pumped extra money in from other sources.
Member Bird feels that we need more of an increase in our budget. He stated that in
a few months the Friends of the Library raised about $5000 in matching grants. This
year we have already spent about $45,000 because of additional monies raised, he
added. Member Bird moved that the Board recommend for the budget a fulltime director
at a salary of $8.25 per hour with insurance benefits, etc. and an Assistant Librarian
at a salary of $8.25 per hour. Member Althaus seconded it. The motion was passed
by the following vote:
Ayes: All members present voted aye.
Noes: None.
Director Beckel reported that she had proposed new hours for a 42-hour week by adding
Tuesday evening and two hours on Friday and on Saturday. She also stated that it is
hard to get volunteers for nights and Saturdays and paid staff would have to man
the library during these times.
3. REVIEW OF BIRTHDAY PARTY
Director Beckel commented that the birthday party went very well and everyone had a
good time. Thank you to all who helped and everyone who did their part. Member
Gillett said that it was a huge success. Beckel added that the Friends are having
a booth at the Chili Cook-off on June 18 to sell iced tea and lemonade.
4. PLAN FOR SUMMER READING PROGRAM
Director Beckel handed out packets explaining the program. An additional sheet about
special events has not been typed up yet. She said that there is a need for story-
tellers, operators of movie projector and activity helpers. The program begins June
7 and ends August 5. Last year a costume parade concluded the program on the last
day with cookies and lemonade afterwards. The mayor handed out the certificates.
This year we also have the Burger King coupons for promotion. Member Gillett
suggested using Honor Society students from Griffin Middle School as story-tellers
and helpers.
5. DISCUSSION AND PLANNING OF BUILDING PROGRAM
Director Beckel said that she has no other new information about the building program
except what she had already mentioned in her status report. She added that the City
Manager is working on some grant proposals, and that hopefully no bond issue will be
involved.
6. OTHER CONCERNS
Member Gayle asked for a clarification about the policy in regard to missing meetings.
Director Beckel stated that a Board Member is automatically off the board if she
misses three consecutive meetings without notifying the chair or the department head.
Member Gillett suggested for next month's meeting the terms of Board members be
reviewed.
Minutes of the Board Meeting
May 19, 1983
Page 3
There being no further business to discuss, Member Bird moved to adjourn the
meeting. Member Althaus seconded the motion, which passed by the following vote:
Ayes: Ail members present voted aye.
Noes: None.
Chair George Gillett adjourned the meeting at 9:00 p.m.
GEORGE GILY.ETT, CHAIRMAN /
ATTEST:
SANDRI GEHRKE, SECRETARY
MINUTES OF THE LIBRARY BOARD
OF THE
CITY OF THE COLONY HELD ON
June 23, 1983
A REGULAR SESSION of the Library Board of The City 6f The Colony, Texas, as
called to order at 6:30 p.m. with the following members present:
George Gillett Place 1
Elaine Gayle Place 4
David E. Bird Place 5
James Althaus Place 3
and with Patricia Delgado, Place 2, being absent; however, a quotum was
established.
Member Gillett called the meeting to order by explaining that there was no regular
meeting agenda because it was not posted as a regular Library Board meeting but as
a part of the City Council meeting. He went on to say that as a result of the May
23 Council Retreat that the Council were "concerned with the direction of the
library." He further stated that he and Member Bird called the Council members to
see about their concerns. During these conversations, the Council responded that
they could not recall receiving a list of the library's goals for the first five
years of its existence. Another concern that was mentioned was about the number of
papergacks in the library. Members Gillett and Bird also found that the newest
Councilman is very strong on research material. Director Beckel said that 25,000
books had been donated in the first year, but that we had bought no new paperbacks.
Member Gillett proposed to give short review of history of library and then open
up the discussion to the Council members. He said that the City Council is
interested in the library's hours and its goals. He suggested that we may need to
speed up the acquisition of reference material. Director Beckel said that $14,322
had been allocated to the CPL from the connty.
Member Gillett read over his notes about the outline of the library's history.
Then, he went over the goals: 1981-1982--well along on children's collection;
1982-1983--still need juvenile materials. Director Beckel stated that the library
didn't get as much juvenile fiction as is needed. She had put in $6,000 for books
(juvenile fiction) and $8,000 for reference.
Director Beckel discussed the budget. A "bare bones" budget totals $44,174 (delete)
$2,300 on budget). Board members questioned the supplemental packages totals and
if they had been included and then proceeded to discuss them: Salary - $37,965;
Building Construction - $6,119; Collection development - $8,000; and Office furniture -
$2,300; for a total for the supplemental packages of $39,168. The total for the
budget including supplemental packages is $83,342.
Member Bird asked about the use df the county money. Director Beckel said that the
$14,322 would be used for the building reconstruction program and for the reference
collection. Member Bird also asked if the volunteer coordinator is in addition to
the budget. Director Beckel explained that she had just come up with that this
afternoon.
Member Gillett said that in his opening remarks he will express the need for a
library director who works at least 30 hours a week for system membership. Member
Bird commented, "Very good budget packet, Ann." During general board discussion
about the budget, the Board members agreed that there won't be as big a need for a
very big increase in the budget next year.
Director Beckel reported about federal grant money for library construction. The
State of Texas gets $2.2 million from the grant money. The Colony Public Library
has received a pre-application form this week. The completed form needs to be
returned by August 1. Recipients could receive the money by November. Member Bird
inquired about where it came from. Director Beckel responded that it came from the
State Library and that Bill Gooch as the grant information. Member Gillett suggested
Jerry Mussey could help with grant writing.
Minutes of the Board meeting
June 23, 1983
Page 2
Member Gillett suggested that when the library moves into the municipal complex,
we may need other expenditures that might double the budget.
Director Beckel suggested that the Board need to talk with the City Council about
the municipal complex tonight to find~the timetable for it. She said that
Councilpersons Poole and North had met with the architects about the City Hall
building. Getting back to the budget, Director Beckel said that in package 4, the
definite needs are a file cabinet and a volunteer desk. During Monday's council
session, several questions were raised about the library's hours. Director Beckel
prefers that there be a paid professional on duty at all times that the library is
open. She said that the Council members suggested opening the library 1:00 p.m.
and staying open until 9:00 p.m. Director Beckel further commented that there was
no debate about a piad fulltime professional (director). She explained that the
pie charts were a result of the Council Retreat. She further stated that everyone
needs to be aware of the number of volunteer hours put in by Sandi Gehrke, the
volunteers and herself.
Chairperson Gillett adjourned the meeting at 7:15 p.m. and it was reconvened at
7:30 p.m. as a part of the City Council meeting.
GEORGE GI~LETT, CHAIRMAN ~ /
ATTEST:
SANDRI GEHRKE, SECRETARY
CITY OF THE COLONY
DENTON COUNTY, TEXAS
JULY 7, 1983
TO ALL INTERESTED PERSONS:
Notice is hereby given of a REGULAR SESSION of the Library Board of the City of
The Colony, Texas, to be held on the 14th day of July, 1983, at 7:30 p.m. in the
conference room of The Colony Public Library in Suite 540 of The Colony Square
Shopping Center, at which meeting the following Will be discussed:
1. Approval of Minutes.
2. Director's Status Report.
3. Building's Recommendations for City Council
I certify that the above notice of meeting was posted on the front door of
City Hall on the ~day of July, 1983,
Bar ara Sti'e er~
Deputy City Secretary
MINUTES OF THE LIBRARY BOARD
OF THE
CITY OF THE COLONY HELD ON
JULY 14, 1983
A REGULAR SESSION of the Library Board of The City of The Colony, Texas, was
called to order at 7:35 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, arriving at 7:45 p.m.; however, a quorum
was established.
1. APPROVAL OF MINUTES
Member Bird moved to approve the minutes of the meeting held on June 23, 1983,
as presented. Member Althaus seconded the motion. The motion was passed by the
following vote:
Ayes: All members present voted aye.
Noes: None.
2. DIRECTOR'S STATUS REPORT
Director Beckel reported that the June statistics report showed that 5,000 items
had been checked out during the month. By the end of June, close to 3,500 new
cards had been issued. Because the new book order had come in, the book collection
now totals close to 10,000. She asked the Board members to note the significant
events for the month. Member Bird asked if we know if people have moved away in
relation to new cards being issued. Director Beckel answered, "No." Member
Gillett asked if more new cards had been issued as a result of school being let
out for the summer. Director Beckel indicated that is so. Member Gillett ques-
tioned City Manager Carroll's reaction about the memo that Director Beckel had
sent her about closing the library on a Tuesday afternoon because of lack of
volunteer help. Director Beckel explained the reason for the memo and said that
the City Manager was glad to officially know about the action but that she was not
upset. Director Beckel voiced concern about staffing the library for two nights
a week as the City Council suggested. She is currently toying around with various
hours to keep a paid person here at all times. Member Gillett suggested closing
at noon hour and giving paid person more time for night time. Director Beckel
mentioned the personnel increases in the budget: a fulltime director will work
40 hours a week, but the assistant and the clerk hours stay the same.
Director Beckel further discussed the budget. In regard to salaries, the City
Council invoked a contingency clause; hence, they are not firmed up yet. The
line item for capital office equipment and furniture was taken out and not put
back in. Member Gillett asked what was in it. Director Beckel gave a list of
those items that had been submitted. Member Gillett inquired about postage now
that it was only $350. Director Beckel explained that originally it had been
$400. She said that certified letters cost $1.50 each. She further explained
that the county money included capital other equipment. We have received tentative
approval for reconstruction, new shelves and recreation equipment. Overall,
Director Beckel stated that the Library received the largest percentage increase
of all city departments. The Library Board generally discussed the lack of
$14,000 county money next year.
Director Beckel then turned the Board's attention to thank you letters to Judge
Cole and Commissioner Sandy Jacobs for their support with the county money for
libraries. She asked the Board members to send them letters if they had not
done so yet. She further indicated that about 50 letters had already been sent.
Then, Director Beckel explained the procedure for the collection ordinance letter
of which all Board members received copies.
Minutes of the Library Board
July 14, 1983
Page 2
3. BUILDING'S RECOMMENDATIONS FOR CITY COUNCIL
Director Beckel then asked the Board for input as the City Council wants to know
our interim needs between now and the new library. Member Gillett asked if we
know the trends of demand of the patrons so that we could put some books in
storage and get them on demand by the patrons. Member Althaus prefers to stay
here and let the City get regular City office space for what they need. Member
Gillett said that the Police have no room to breathe now in their space. He
further inquired that with the new books in our budget and the reconstruction,
how will we stand for shelf space? Director Beckel indicated that after recon-
struction we would have shelf space for 6000 more books. Member Delgado liked
Member Gillett's holding system. Member Althaus suggested that we are looking at
five years possibly before our own facility. Member Delgado suggested that we
let the City get what they want and not cramp anybody's style. Member Gillett
agreed that we should not go through the hassle of moving and spend $700. He
then stated that "three moves equals one fire," meaning that's how much would get
wrecked or broken in so many moves. Director Beckel reported that Councilperson
Marlene Poole had called and had talked to another architect about a second story
of 14,000 square feet. Member Gillett suggested that the Board come up with three
proposals: (1) what we'd like to have; (2) what we feel like would be a compromise
of where we are where we'd like to be; and (3) absolute bare bones--we can't do
without. Director Beckel said that the grant program requires a building of
5,500 square feet as a minimum. Member Gillett made the following suggestions:
(1) 2,500 sq. ft. - bare minimum, would alleviate the rent problem; (2) 6,000 sq.
ft. - meets grant requirements of 5,500 sq. ft.; (3) 11,000 sq. ft. - what we
need now by criteria. Criteria is 0.75 sq. ft. per capita. Member Althaus asked
what the librarians perfer. Director Beckel really wants to see us get the
matching grant for the building. Member Althaus suggested that the Board give
the City Council various options.
Member Gillett made the following statement: According to the State Library
recommendations, we need 11,250 square feet. The criteria for this recommendations
is 0.75 square feet per capita based on a present population of 15,000. For grant
approval, we need at least 6,000 square feet. The grant requires 5,500 square feet
minimum for a building. If all this falls through, we would settle for 2,500
square feet in the municipal complex.
Director Beckel prefers some specific recommendations: (1) lower floor,
(2) separate entrance and service entrance, and (3) easy access to bathrooms.
She commented that we get bad PR because of lack of space, especially for movies
and special events. Member Gillett suggested that we watch complaints and may
need to call special meeting to solve problem.
There being no further business to discuss, Member Althaus moved to adjourn the
meeting. Member Gayle seconded the motion, which passed by the following vote:
Ayes: Ail members present voted aye.
Noes: None.
Chairperson George Gillett adjourned the meeting at 9:20 p.m.
CHAIRPERSON//
ATTEST:
SANDRI GEHRKE, SECRETARY
CITY OF THE COLONY
DENTON COUNTY, TEXAS
AUGUST 15, 1983
TO ALL PERSONS INTERESTED:
Notice is hereby given of a REGULAR SESSION of the Library Board of the
City of The Colony, Texas, to be held on the 18th day of August, 1983,
at 7:30 p.m. at The Colony Library, Suite 540, Colony Square Shopping
Cneter, located off South Colony Blvd., at which meeting the following
will be discussed:
1. Approval of minutes
2. Director's status report
3. Censorship item
4. Board terms
5. Volunteer B.B.Q.
CERTIFICATE
I hereby certify that the above notice of meeting was posted on the front
door of City Hall, on the 15th day of August, 1983, at 1 p.m.
Janic~ro/~ll~ City Secretary
MINUTES OF THE LIBRARY BOARD
OF THE
CITY OF THE COLONY
MEETING HELD ON
AUGUST 18, 1983
A REGULAR SESSION of the Library Board of the City of The Colony, Texas was
called to order at 8:00 p.m. with the following members present:
George Gillett Place 1
Patricia Delgado Place 2
Elaine Gayle Place 4
and with James Althaus, Place 3 arriving at 8:15 p.m. David Bird, Place 5 was
absent. Elaine Gayle, Place 4, left at 8:30 p.m. due to illness, however, a
quorum was established.
1. APPROVAL OF MINUTES
Member Delgado moved to approve the minutes of the meeting held July 14, 1983 as
presented. Member Gayle seconded the motion. The motion was passed by the
following vote:
Ayes: Ail members present voted aye.
Noes: None.
2. DIRECTOR'S STATUS REPORT
Director Beckel reviewed the job description of lay representative to the North
Texas Library System Advisory Council and informed the board members of an
upcoming meeting September 8 at Cteburne for all lay representatives and system
member librarians. At this meeting Dorman Winfrey, Texas State Librarian, will
speak and it proves to be a rather informative meeting. George Gillett is the
current lay representative for The Colony Public Library. Director Beckel asked
if anyone else was interested in taking over the position for the next fiscal
year. As no one else expressed any interest in so doing, Member Gillett stated
he would be willing to assume the role of lay representative for another year.
He was thanked for his help and concern in doing so for the preceeding year.
The terms of all board members were briefly reviewed. George Gillett, James
Althaus, Tricia Delgado's terms expire August 30, 1983. The terms of David Bird
and Elaine Gayle expire August 30, 1984. Director Beckel informed the board
members that if they wish to remain on the board and serve another term, they
need to inform her or Janice Carroll, City Manager, in writing, of their intentions
as soon as possible. After they inform either her or Ms. Carroll, this information
will be forwarded onto the City Council who will act on the matter.
Director Beckel then informed the board members of th~ grant update. The LSCA
Title II grant pre-application was filed with the Texas State Library August 1.
The Colony Public Library applied for $200,000 with a matching grant program. The
matching local money would come from a bond election, if the initial grant money
were received. Notice will be sent by September 1, 1983 if the pre-application
was accepted. Director Beckel then explained that one of the criteria for
receiving the grant money was to reside in a county that has a high unemployment
rate. Denton County's unemployment rate was only 5.1%, as of July 1, 1983.
This ranks Denton County 165th out of 250 counties in the state of Texas. David
Bird's brother-in-law, who knows Bill Gooch, one of the grant.administrator's,
spoke with Mr. Gooch last week and he related that he was not too optimistic as
The Colony Public Library did not reside in an high unemployment county. Another
grant opportunity awaits as the North Texas Library System has sent out application
forms for their matching grant program which are due back by September 30, 1983.
Member Gillett then asked what was the maximum The Colony Public Library would
apply for. This year they are only offering grant packages up to $1500. Ail
members agreed that this is what the CPL should apply for, but wanted to discuss
the matter more with the Friends of the Library. A few ideas were brought up by
Minutes of the Library Board
August 18, 1983
Page 2
Member Delgado as to fund raising activities that could bring money into the
library, but these ideas were tabled until a joint meeting with the Friends could
be conducted.
The hours of operation for the next fiscal year were then discussed. The board
voted unanimously to go along with council's suggestion for hours. These new
hours, which are: T, Th: 10-9 p.m.; W, F: 10-5 p.m.; Saturday: 10-4 p.m., will
go into effect Tuesday, October 4, 1983. Member Delgado stressed the need for
at least 2 people here at all times. Director Beckel then explained the schedule
she has made out that set the hours each of the paid staff people are set to work
and the volunteer staff. At present there are 15 active, dependable volunteers
that staff the library. For October, Director Beckel projects that the CPL will
need 10 more volunteers to carry the time over supper hour, evening hours and
extra Saturday hours. This schedule would allow for at least 3 staff people to
be on duty at all times. There would always be one paid city staff person on
duty at all times and scheduling so as to allow for a lunch hour and supper hour
to be taken by the paid city staff person. Discussion then centered on securing
more volunteer help for the new hours. Director Beckel expressed concern that
there won't be enough volunteers to help out in the evenings. Debbie Levesque,
a board member for the Friends, surveyed all the volunteers in the early part of
July and none of them expressed any interest in working evening hours. Several
said they would work during the daytime when school started up, but no one wanted
to work evenings, especially until 9:00 p.m. Member Gillett then made the
suggestion that we try this out for two months and see the response the CPL gets
with patrons coming in and volunteer help until 9:00 p.m. on Tuesdays and Thursdays.
As the fiscal year progresses, possibly the CPL can ask for more hours for the
paid Staff people to cover evenings so we can stay open longer, but all of this
would need to be documented to show council and prove the fact that more paid
hours are needed for the City employees in order to keep the library open longer,
if the volunteers do not pan out. Member Delgado and Althaus agreed with this
statement. Discussion then centered on whether or not the board needed to draw
up a policy on staffing the library. Director Beckel then re-explained the
incident of June 5 where the library has to close early due to lack of available
volunteer staff. Member Althaus commented that he felt that was a good decision
and one that the board stood behind, along with the City Manager. Member Gillett
explained that he felt the board should come up with a policy statement to this
effect. It was tabled until the September meeting.
3. CENSORSHIP ITEM
Director Beckel explained the instances of irate patrons over the summer. There
have been several. This was done to mainly inform the board of some of the
happenings. She then played the cassette tape, Music for 4's, 5's and 6's for
the board. The song in question was entitled "Earthshake", by the Paper Bag
Players. The board all listened to the tape and after several comments from
each of the members, the board voted unanimously to keep the tape in the library.
Member Gillett would contact the patron concerning the board's action and Director
Beckel would draft a letter explaining the board's action to the patron and copies
to the City Manager and council liaison person, Marlene Poole. The next course
of action, if the patron so desires, is to appeal the board's decision to the
City Council.
4. VOLUNTEER B-B-Q
Director Beckel asked the board if they were planning on attending the E.O.S.
barbecue. Ail replied affirmative. This is the second annual E.O.S. barbecue
and it truely will be a chance to celebrate the end of summer and the summer
reading program. Circulation tripled over the preceeding months and business was
Minutes of the Library Board
August 18, 1983
Page 3
absolutely phenomenal at the library. 325 Burger King Coupon Booklets were
distributed, over 1500 pelple viewed the movies offered at the library and in
general the library was a busy place. The B-B-Q is the paid staff's chance to
thank the volunteers for their time and dedication over the summer.
There being no further business to discuss, the meeting was adjourned. Motion
to adjourn: Member Delgado. Seconded by Member Althaus.
Ayes: All members voted aye.
Noes: None.
Meeting adjourned at 9:30 p.m.
George Gill~tt,
ATTEST:
Ann Beckel, Secretary
CITY OF THE CO[.ONY
DENTON COUNTY, TEXAS
SEF~EMBER 8, 19~3
TO ALL INTERESTED PERSONS:
Notice is hereby given of a REGULAR SESSION ,,~ ti~,~ Li,~','¥~Fy ~.,~'L,-,,~Y,~i ...... ,!
City of The Colony, Texas, to be held on the 1St:,, day ti' SeptembeF,
at 7:30 p.m. at The Colony Public. Library, Suite 54L~, Fc~(:nv~ Squa?e
located off South Colony Blvd., at which meeting the lei!~wing will
discussed:
1. Approval of minutes
2. Director's status report
3. Review goals from 1982-1983
4. Goal setting session and planning session f'<]~' i9~3-19~4.
CERTIFICATE
I hereby certify that the abow.~ notice of mee~in,j was ?s~ed on
door of City Hall, on the 8th day of September,
~ [)al ~ ~t,efer, ~v ~ crew;ar
MINUTES OF THE LIBRARY BOARD
OF THE
CITY OF THE COLONY
MEETING HELD ON
SEPTEMBER 15, 1983
A REGULAR SESSION of the Library Board of the City of The Colony,
Texas, was called to order at 7:35 p.m. with the following members
present:
George Gillett Place 1
James Althaus Place 3
Elaine Gayle Place 4
and with Patricia Delgado, Place 2, and David Bird, Place 5, being
absent; however, a quorum was established.
1. APPROVAL OF MINUTES
Member Gayle moved to approve the minutes of the meeting held
August 18, 1983, as presented. Member Althaus seconded the motion.
The motion was passed by the following vote:
Ayes: Ail members present voted aye.
Noes: None.
2. DIRECTOR'S STATUS REPORT
Director Beckel reviewed the statistics report for the month of
August. The stats are still up from May but down from June and
July. Volunteers were also down because of vacations. The collect-
ion is down because we discarded many juvenile and easy paperbacks.
Starting Sept. 14, 1983, the Friends are initiating a campaign to
recruit more volunteers by stuffing M.U.D. bills with flyers, rent
a booth at the Flea Market on Sept. 17, and set up tables at Wal-Mart
and Winn Dixie on Sept. 24. An October calendar has been placed on
the volunteer desk on which they should sign up for hours to work.
Debi Levesque conducted a survey of volunteers and Friends and
discovered that no one wanted to volunteer more or at night until
9 p.m. There will be a training session for new volunteers on
Oct. 4 at night.
In regard to the grant application, Director Beckel said that the
Friends agreed to apply for $1500 with the North Texas Library
System. Spending can start Oct. 1. We automatically get $1000 for
applying for it. The Friends still have $600 left in the treasury
from last year's grant. It could be spent on new carpeting,
depending on the status of the present carpet after construction.
Joe Winegar offered to put a copy machine in the library for patron
use, reported Director Beckel. Sable Company, for whom he works,
would take care of the maintenance. Installation is free. Infor-
mation and contracts would go through the Friends. The copies
would cost 10¢ each, and the library gets 15% of that with the
company getting 75%. In addition, the library would get 100 free
copies a month. The Friends are in favor of this. Member Gillett
raised the question of liability if someone gets hurt while operating
the machine. Director Beckel added that she needs to get the
approval of the City Manager in order to go ahead with this. Member
Althaus moved that the Board support the Friends in their attempt
to get a copier in the library. Member Gayle seconded the motion.
The motion was passed by the following vote:
Ayes: Ail members present voted aye.
Noes: NOne.
Minutes of the Library Board
September 15, 1983
Page 2
Director Beckel presented the Board with the Fall brochure
detailing the library and its programs and new hours. Volunteer
Bob Pogue is getting them made up for the library. Tentatively,
the Friends will pick up the cost of Saturday movies on video
cassettes.
The Board was presented with Director Beckel's letter of resigna-
tion and information about staffing. Director Beckel stated that
there had been one inquiry about her job so far, and several about
Clerk Kendall's job. She then explained the new hours for the
clerk. She further reported that no raise had been voted upon for
part-time employees as yet, but that the City Manager hoped to get
money for them.
3. REVIEW GOALS FROM 1982-1983
The Board reviewed the Planning Worksheet (See attached page).
4. GOAL SETTING SESSION AND PLANNING SESSION FOR 1983-1984
Member Althaus moved to tale this item until the next meeting to
see if the library has a new library director by then. Member Gayle
seconded the motion. The motion was passed by the following vote:
Ayes: Ail members present voted aye.
Noes: None.
There being no further business to discuss, the meeting was adjourned.
Motion to adjourn: Member Gayle. Seconded by Member Althaus. The
motion was passed by the following vote:
Ayes: All members present voted aye.
Noes: None.
Meeting adjourned at 8:37 p.m.
George Gillett, Chairman
ATTEST:
Ann Beckel, Secretary
CITY OF THE COLONY
DENTON COUNTY, TEXAS
OCTOBER 19f1983
TO ALL INTERESTED PERSONS:
Notice is hereby given of a REGULAR SESSION of the Library Board of the City
of The Colony, Texas, to be held on the 27thday of October, 1983, at 7:30 p.m.,
at The Colony Public Library, Colony Square Shopping Center, Suite 540, off
South Colony Blvd. This meeting will be informal with the new Library Director
and the City Manager being present to discuss future goals and plans for city
growth. The following items will be discussed:
1. Approval of minutes.
2. Introduction of the newly appointed Library Director.
3. Review and discussion of library goals.
4. Plan for Children's Book Week, November 14-20.
CERTIFICATE
I certify that the above notice of meeting was posted on the front door
of City Hall on the 19thof October, 1983, at 4:00 p.m.
Barbara Stiefer, De-puty~ity S~cretary
MINUTES OF THE LIBRARY BOARD
OF THE
CITY OF THE COLONY
MEETING HELD ON
OCTOBER 27, 1983
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
Elaine Gayle Place 4
David Bird Place 5
and with James Althaus, Place 3, arriving at 7:45 p.m.; however, a quorum
was established.
1. APPROVAL OF MINUTES
Member Gayle moved to approve the minutes of the meeting held on
September 15, 1983, as presented. Member Bird seconded the motion. The
motion was passed by the following vote:
Ayes: All members present voted aye.
Noes: None.
2. INTRODUCTION OF THE NEWLY APPOINTED LIBRARY DIRECTOR
City Manager Janice Carroll introduced Jo Ann (Jody) Phelan, the newly
appointed library director, and invited her to tell the board a little
about her experience and background.
3. REVIEW AND DISCUSSION OF LIBRARY GOALS
Director Phelan listed her three immediate goals for the next six months:
(1) talk circuit--talk to organizations about what the library is doing
and where we are going; to schools about how to get them involved in
what we are doing; to foster relations with other libraries in the area
(Lewisville, Dallas, etc.). (2) remodeling project in the Spring--to
get through it without closing the library. (3) public relations--
today talked with Adrienne Moch; continue articles in Sunday paper and
expand them; feature some volunteers (i.e., couples work together, etc.);
impressed with people; talk to anyone about the library. City Manager
Carroll said that she and Ann Beckel were especially impressed with
Jody's ability to talk about libraries enthusiastically and are glad to
have her to be able to talk about us at other cities. Director Phelan
added that another goal is to learn about the people and the needs of the
community.
Then, Director Phelan presented the Board with two sets of documents:
(1) note from Patricia Spear from N.T.L.S. and (2) letter from Bill Davis,
N.T.L.S. Director Phelan discussed the note from Spear and summarized it
by saying that what this means to us is no $1500 for matching grant until
the City of Fort Worth and the State Library come to some sort of agree-
ment. Member Gillett asked about the immediate impact on us. Director
Phelan said the loss of $3000--matching grant. Considering the letter
from Bill Davis, Director Phelan said that we have cancelled the video
cassette showings on Saturday afternoons because it is in violation of
copyright laws. We are not cancelling the programs, only using different
titles. We can use four titles that N.T.L.S. has bought copyrights to;
we will show Black Stallion on Nov. 5, three 16mm films this Saturday,
and other films at later dates. In addition, Director Phelan reminded
the Board of the Tuesday evening seminars and that we need a stock
broker for a speaker on Nov. 8.
Minutes of the Library Board
October 27, 1983
Page 2
Member Gillett inquired if the City Manager could give the Board an
update on the building progress. City Manager Carroll stated that we
have several issues. (1) The city must sell or trade land for softball
fields. We may have to put fields on B.B. Owens land. (2) The city has
acres by Griffin. 'They plan to use the concept of campus with various
buildings for the different departments. The library would be out in
front over by Griffin. The city needs a new fire station. They may
use the old one as a recreation center or a theater. (3) The immediate
problem is the land across from old Stop 'N Go which must be put up for
bid. (4) Another issue is the type of structure for the new city hall.
(5) Fox and Jacobs is paying for a master plan for the city which the
Council is working on with Planning and Zoning. Member Gillett asked
if Nov. 1 is a firm date for the ruling with Frisco. City Manager
Carroll said yes, the attorney has heard nothing different so far.
Member Gillett wanted to know what happens if the verdict goes against
us. City Manager Carroll explained that we can use land outside of our
city limits for recreation purposes. Member Gayle asked how soon after
Nov. 8 can we do something about the high school. City Manager Carroll
responded as soon as possible. Superintendent Dr. Burkett said that
everyone should get all the paper work done and after the required dates,
they will switch papers and that's it. Member Gillett inquired about
any opposition to the election. City Manager Carroll said that there
had been none. They had thought that there would be some confusion.
Construction on the high school could begin in April 1984 so that
classes could start in it in the Fall of 1985. Member Gillett asked
about signal lights at Crowder Road. City Manager Carroll said that
there would be signals at both FM 423 and at Crowder Road. Member Gayle
wanted to know when the new library hours would start. Director Phelan
said next week. City Manager Carroll stated that the city wants to
build a free-standing library, but in the interim the library may use
2500 square feet in the municipal complex.
4. PLAN FOR CHILDREN'S BOOK WEEK, NOVEMBER 14-20
Friends member Diane Kruzich said that the Friends planned to have some-
thing in connection with this. Director Phelan talked about sponsoring
a Book-a-thon for the matching grant. Member Gillett suggested that
the Friends raise the money and then put it in a savings account or
whatever and have the money ready after the N.T.L.S. problem is resolved.
Member Gayle wanted to know if we planned to have a special function for
it. Director Phelan explained that it is too late to order information
for it. She mentioned the already planned events: story time for Tues-
day and Friday and the seminar on Tuesday evening. She suggested that
we go ahead with the Book-a-thon and take it to the schools and other
organizations. Friend Kruzich listed other fund raising projects for
the matching grant: J.C. Penney recognition, Tupperware Party at the end
of November or first of December, research survey in which one tests and
tastes products in North Dallas and the Book-a-thon. Director Phelan
asked for direction in terms of your goals for the library in the next
six months. Member Gillett suggested that we put that on the agenda for
the next month's meeting.
Member Bird said that he'd like to commend Librarian Gehrke for her work
for the last weeks. City Manager Carroll seconded Member Bird's
recommendation.
There being no further business to discuss, the meeting was adjourned.
Motion to adjourn: Member Bird. Seconded by Member Gayle. The motion
was passed by the following vote:
Ayes: Ail members present voted aye.
Noes: None.
Meeting adjourned at 9:00 p.m.
Minutes of the Library Board
October 27, 1983
Page 3
George G±llett, Cha±rma
ATTEST:
Sandi Gehrke, Secretary
CITY OF THE COLONY
DENTON COUNTY, TEXAS
NOVEMBER 10, 1983
TO ALL INTERESTED PERSONS:
Notice is hereby given of a REGULAR SESSION of the Library Board of
the City of The Colony, Texas, to be held on the 17th day of November,
1983, at 7:30 p.m. at The Colony Public Library, Suite 540, Colony
Square Shopping Center, located off South Colony Blvd., at which
meeting the following will be discussed:
1. Approval of minutes.
2. Director's status report.
3. Goals and objectives for 1983-84 and five-year plan.
4. Policy concerning rotation of Board officers.
CERTIFICATE
I hereby certify that the above notice of meeting was posted on the
front door of City Hall, on the llth day of November, 1983 at 5 p.m.
Barbara Stiefer D 'ty
Secretary
MINUTES OF THE LIBRARY BOARD
OF THE
CITY OF THE COLONY
MEETING HELD ON
NOVEMBER 17, 1983
A REGULAR SESSION of the Library Board of the City of The Colony, Texas, was
called to order at 7:35 p.m. with the following members present:
James Althaus Place 3
Elaine Gayle Place 4
David Bird Place 5
with Patricia Delgado, Place 2, arriving at 7:40 p.m. and with George Gillett,
Place 1, arriving at 7:50 p.m.; however, a quorum was established. James Althaus
called the meeting to order due to the late arrival of Chairman George Gillett.
1. APPROVAL OF MINUTES
Member Gayle moved to approve the minutes of the meeting held on October 27, 1983, as
presented. Member Bird seconded the motion. The motion was passed by the follow-
ing vote:
Ayes: All members present voted aye.
Noes: None.
2. DIRECTOR'S STATUS REPORT
Librarian Jody Phelan stated a steady increase in patrons and phone calls with a
slight decrease in circulation due to children in school. The book collection
reached 10,000 plus this month. The video cassette stats are required by the
North Texas Library System, and include a listing of non-paid hours. James
Althaus said this was good to keep these stats about the non-paid hours for next
· year's budget process.
Librarian Phelan discussed membership status in the North Texas Library System
stating that she had applied for a county librarian's certificate. In a response
letter, she learned that if we spend 25% of our budget for library materials, we
could use this as an alternative to one item per capita; but, we must meet all
four requirements by August 31, 1985. We can store books for some time just for
count. The books that were previously in storage got wet and were mice infested,
so they were thrown out. The City of Fort Worth was given 30 days to complete
the audit by the State.
Member Gayle asked about public relations efforts regarding the patron who will
be issued the #5000 card.
Librarian Phelan discussed the upcoming re-modeling of the Library. The plans are
to take down all walls to the three rooms now holding the reference, the non-fiction,
and the fiction collection. The City Inspector came by and said there was only
one load-bearing wall. There will be a 36% increase of shelf space.
Librarian Phelan told of the Friends of the Library fund-raising activities such as
the Tupperware party, the "buck box", a book-a-thon, and MARC (Marketing Research
Associates in Dallas) hoping to raise $1500 by the end of January. There is a
program at Texas Woman's University that requires a student to work 112 hours a
semester in a library for practical experience; we seem to qualify to have one
student work here. The Board agreed to allow Jody to check into this further.
Librarian Phelan will conduct two workshops for the North Texas Library System in
December and January. One in Electra, Texas, and the other in Euless, Texas.
There will be a workshop at the Arlington Public Library on the topic of Library
Buildings sponsored by the Texas State Library Association on Monday, November 21,
which the City Manager, Councilwomen Marlene Poole, and Librarian Phelan will be
attending.
MINUTES OF THE LIBRARY BOARD Page 2
NOVEMBER 17, 1983
Planned activities were discussed as follows:
1) December 16--Luncheon for the volunteers as a salute to them.
2) December 8--The Friends are having a Christmas Tea for the volunteers.
The Library sent out program survey sheets and letters to various ministers and
Scout leaders about what programs they would like to see us have in 1984. Member
Delgado said she knew a person who would be interested in giving a program in
elementary computer programming and another one about updating wills and trust
funds. The library needs to do better advertising in other places. Member Althaus
said KERA announces on Friday mornings. Member Delgado suggested local cable
television and P.T.A. newsletters.
Librarian Phelan discussed the subject of posting notices in the Library and
said we need some guidelines about this in regard to non-profit organizations.
Member Gillett said to go ahead at present with doing a public service because
The Colony has a lack of space for this purpose; it would be okay for non-profit
and non-corfm~ercial organizations. Member Delgado stated it was agreeable with her
as it would draw more people in the Library if they knew the service was available.
Member Gayle said it would be better not to even start. Member Bird said it was
not used that much. Member Althaus stated that there should be specific guidelines
and moved to table it until the next meeting when the Librarian will have some
specific guidelines to present. Member Delgado seconded the motion and the motion
was passed.
4. POLICY CONCERNING ROTATION OF BOARD OFFICIERS
Member George Gillett stated there was a need to establish a policy about the
rotation of officers. Member Gayle moved we add to the bylaws the policy that a
new Chairman be elected in September and can only serve two consecutive terms.
Member Bird seconded the motion and the motion passed. Member Gayle moved to
re-elect George Gillett to the Chair through August of 1984. Member Bird seconded
the motion and the motion passed. Member Althaus moved to re-elect Patricia Delgado
to the Vice-Chair position through August of 1984. Member Bird seconded the motion
and the motion was passed. Member Gillett suggested to adopt a modified form of the
bylaws at a later meeting. Member Bird said it should be put on the Library calendar
in June or July to discuss the Board's recommendations for new Library Board
appointees to present to the City Council.
3. GOALS AND OBJECTIVES FOR 1983-84 AND FIVE-YEAR PLAN
Librarian Phelan stated the need to include items in addition to the collection,
staff growth, facilities, and programming and the need to look at how other libraries
set goals and objectives. Member Gillett stated the need for two plans: one for
overall and another for collections. Librarian Phelan stated the need for annual
goals and objectives, and to research goals from other public libraries for the next
meeting. Member Althaus moved to table the five-year projected growth plan until the
January, 1984, meeting. Member Gayle seconded the motion and the motion was passed.
Member Gayle announced that the Camey Elementary Librarian was going to Taylor
Publishers tomorrow, and asked if she should look for any donations that might be
available. Ail Board members voted unanimously in favor.
There being no further business to discuss, the meeting was adjourned. Motion to
adjourn: Member Althaus. Seconded by Member Bird. The motion was passed by the
following vote:
Ayes: Ail members present voted aye.
Noes: None.
Meeting was adjourned at 9:10 p.m.
MINUTES OF THE LIBRARY BOARD Page 3
NOVEMBER 17, 1983
George Gillett, Chairman
ATTEST:
Sandi Gehrke, Secretary
CITY OF THE COLONY
DENTON COUNTY, TEXAS
DECEMBER 12, 1983
TO ALL INTERESTED PERSONS:
Notice is hereby given of a REGULAR SESSION of the Library Board of the City of
The Colony, Texas, to be held on' the 15th day of December, 1983, at 7:30 p.m. at
The Colony Public Library, Suite 540, in the Colony Square Shopping Center, located
off South Colony Blvd., at which meeting the following will be discussed:
1. Approval of minutes.
2. Director's status report.
3. Community Bulletin Board guidelines.
4. Remodeling update.
5. North Texas Library System status.
CERTIFICATE
I hereby certify that the above notice of meeting was posted on the front door
of City Hall, on the 12th day of December, 1983, at 4 p.m.
Sharon Sebera, Deputy City Secretary
MINUTES OF THE LIBRARY BOARD
OF THE
CITY OF THE COLONY
MEETING HELD ON
DECEMBER 15, 1983
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
James Althaus Place 3
Elaine Gayle Place 4
David Bird Place 5
Those absent were as follows:
Tricia Delgado Place 2
With all members present except one a quorum was established. Chairman Gillett
called the meeting to order at 7:30 p.m.
1. APPROVAL OF MINUTES
Member Althaus moved to approve the minutes of the previous meeting held on Nov-
ember 17, 1983, as presented. Member Gayle seconded the motion and the vote to
approve said minutes was as follows:
Ayes: All members present voted aye.
Noes: None.
2. DIRECTOR'S STATUS REPORT & NORTH TEXAS LIBRARY SYSTEM STATUS
Librarian Phelan presented the Librarian's status report. The Texas State Library
has released the suspension imposed on the City of Fort Worth for failure to comply
with the State's audit regulations for the administration of the North Texas Library
System grant. The result is that NTLS is operating as usual again and member libraries
are permitted to spend System funds.
Elise Knox has agreed to supervise a book drive to collect hard cover books for the
Library. She plans to solicit the cooperation of local Scout organizations. Books
will be collected during Nat'l Library Week, April of 1984. Copies of her written
proposal describing the project were distributed to all Board members present.
3. COMMUNITY BULLETIN BOARD GUIDELINES
As requested by Board members at the November meeting, Plelan compiled draft guidelines
for the use of a Community Bulletin Board to be available in the Library for notices
and announcements of local non-profit organizations. These guidelines were distributed
for discussion after City Manager Carroll's presentation.
Copies of a request for proposal presented by the J. Frank Dobie Library Trust through
Roundup , the NTLS newsletter, were distributed to all members. Librarian Phelan
pointed out that The Colony meets all the requirements of the grantor and that she
would write a proposal for collection development funds. Copies of the completed draft
proposal will be made available for Board members at the January meeting.
4. REMODELING UPDATE
Librarian Phelan provided an update on the Library remodeling project. I.B. Bradbury,
Inspection Department head for the City of The Colony, has agreed to supervise the
project. He will use city employees to complete the work. Bids for carpet patching
and replacing, as well as for shelving, are currently being solicited from area dealers.
The landlord has been contacted and written consent to proceed with the remodeling
should be forthcoming.
MINUTES OF THE LIBRARY BOARD
OF THE CITY OF THE COLONY
DECEMBER 15, 1983 Page 2
Following her status report, Librarian Phelan turned the meeting over to
City Manager, Janice Carroll. Carroll brought maps of the Northeast Planning Unit
and South Planning Unit designed by Schrickel-Rollins and Associates, Inc., and part
of their proposal for a Master Land Use Plan for The Colony. Maps included areas
designated for medical offices, business districts, housing, and the future high
school. Carroll explained their proposal and accepted general questions from the
Board members concerning city development. Members Althaus and Gillette emphasized
their concern that the proposed Library be located in a central part of the City.
Carroll explained the process which the City will now follow concerning the review
of and adoption of a Master Land Use Plan for the City of The Colony. Board Members
extended their appreciation to City Manager Carroll for her willingness to provide
them with an update on City development. Carroll completed her presentation and left
the meeting.
3. COMMUNITY BULLETIN BOARD GUIDELINES
Following Carroll's departure, the Board members reviewed the Community Bulletin
Board guidelines presented earlier by Librarian Phelan. Phelan pointed out the
need for an anti-discrimination statement in the guidelines. Member Althaus moved to
accept the guidelines as written and to add an anti-discrimination statement.
Member Bird seconded the motion and the vote was as follows:
Ayes: All members present voted aye.
Noes: None.
Member Gayle inquired about the resignation of Sandi Gehrke, Technical Director
of the Library. Phelan explained the wish on the part of Gehrke to seek employment
which would not require evening and Saturday hours. A party is being planned for
Gehrke and the Board members will be notified of the date and time.
Member Bird moved the meeting be adjourned. Member Gayle seconded the motion.
The motion was passed by the following vote:
Ayes: Ail members present voted aye.
Noes: None.
The meeting was adjourned at 8:50 p.m.
George Gillett, Chairman
ATTEST: