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HomeMy WebLinkAbout1989 Library Board1 1 MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY JANUARY 26, 1989 A REGULAR SESSION of the Library Board of the City of The Colony, Texas, was called to order by Chairman Koelling at 7:03 p.m. Members present: Cathi Koelling James Althaus Dell Holmes Morris Seay Diane Kruzich Ken Wood Also present: Noretta Sipe Joan L. Sveinsson Absent: Lowell Barton Place 1 Place 3 Place 4 Place 5 Alternate 1 Alternate 2 Council Liaison Library Director Place 2 (out of town) Chairman Koelling introduced newly appointed Council Liaison Noretta Sipe and newly appointed Alternate Ken Wood. Member Holmes moved to accept the minutes of the December 10, 1988 regular session as presented. Member Seay seconded the motion, and the vote was as follows: Ayes: All members present voted aye. Noes: None. Under Citizen's Input, Friends of the Library Treasurer Pat Holmes, 5118 Worley, reported that she would be acting as a liaison from the Friends to the Board. She invited all Board and Friends members to attend the Friends's General Membership meeting on Saturday, January 28, 1989, 7:00 to 9:00 p.m. at the Recreation Center. The meeting includes an event entitled "Just Desserts": "bring your favorite dessert, your favorite person, and your favorite game!" She also encouraged all members of the Board to become Friends members. The Board discussed the proposal to provide in the Circulation Policy for City department borrowers cards. Director Sveinsson reported re: a similar provision used by Lewisville Public Library and re: her discussion of the proposal with City Manager Hall. Based on this report, the proposal was reworded. The final proposal was that the following paragraphs be inserted as I.E. of the policy: E. City Department Cards: 1. A borrowers card may be issued for the use of a City of The Colony Department upon signature of the Department Head on the application card. 2. All use of the card must be related to official City business. 3. The card will be issued to the signing Department Head; it will be the signing Department Head's responsibility to ensure that it is used only with the Department Head's authorization. 4. The Department Head will list a maximum of three employees authorized to use the card. 5. Both the card and the authorized employee's drivers license or City I.D. must be presented in order to check out materials. 6. In signing the application, the Department Head signifies that the Department will assume responsibility for all materials borrowed on the department card and for all fines and damage charges levied against the card. 7. All other provisions of the Circulation Policy apply to City Department cards. Member Holmes moved to approve the addition to the policy. Member Seay seconded the motion, and the vote was as follows: Ayes: All members present voted aye. Noes: None. The Board discussed a proposed amendment to the Circulation Policy to clarify the limitations re: borrowing materials upon application for a library card. It was proposed in a memo from Circulation Supervisor Collins that 1) Section II.C.a. be changed from: Only two items may be checked out at the time of application. to: Only two items may be checked out on the day of application. and that 2) Section II.C.b. be changed from: Some materials are restricted on application only: ... to: Some materials are restricted on the day of application only: ... -2- Alternate Kruzich moved to amend the policy as proposed. Member Althaus seconded the motion, and the vote was as follows: Ayes: All members present voted aye. Noes: None. The Board also addressed a procedural question posed by Circulation Supervisor Collin's memo. The Board revised the policy last year re: penalties for placing non -book items in the book drop. The old policy revoked the patron's A.V. privileges permenantly if non -book materials checked out on the patron's card were returned in the outside drop, and the patron was charged a $1.00 per item penalty. Under the new policy, the patron is charged a $10.00 per item penalty and given a warning upon the first offense; privileges are revoked, along with the $10.00 per item penalty, upon the second offense. The question posed by Circulation Super- visor Collins was: how does the Board recommend handling a patron whose privileges were revoked under the old policy and who asks to be reinstated? The Board discussed various options, and agreed that the most fair way to handle the situation would be to offer the patron the option of paying the additional $9.00 per item penalty and treating the offense as a first offense under the new policy. The Board then addressed the upcoming Council/Boards retreat. Chairman Koelling and Members Seay and Holmes will be unable to attend. Member Althaus and Alternates Kruzich and Wood will be attending. Chairman Koelling appointed Member Althaus to act in her stead as spokeperson for the Board. The Board considered topics of concern that they would like to discuss with Council; topics mentioned included: staffing; operating hours; priorities re: services; use of County library funding. Alternate Wood suggested one way of fostering improved public understanding and library visibility would be for the Board to submit an article for the City Beat column in the newspaper. Alternate Wood noted that, reading through the past minutes, he had several questions. He asked why the book drop is locked during the Library's open hours. Director Sveinsson responded that 1) it streamlines staff activity if books are returned to the front desk during open hours, both in terms of geeting the books checked in and in terms of dealing with overdue materials. 2) it encourages repeat usage of the Library; patrons returning materials inside the Library often check out more materials. Alternate Wood noted that he has experienced some difficulty reaching the drop door from his vehicle and suggested that an extended handle be installed on it to ease access. Alternate Wood asked if an acquisitions policy was in place. Director Sveinsson responded that a selection policy is in place, but that it needs to be reviewed for update and revision. She emphasized that the staff is very open to patron suggestions for additions to the collection, and they will try to fill such requests if budgetarily feasible and if the item is still in print. Alternate Wood inquired re: the use of County library funding. Member Althaus and Director Sveinsson provided some background information re: how the budget structure has been applied to the County funding this year: the County -3- library funding goes into the City's general revenue, and the department is funded out of revenue. Alternate Wood noted that the Library is held responsible fy the State for serving a portion of the County population when the city receives County funding. He asked what State funded services or funding would the Library be in jeopardy of losing if the Library does not meet its added responsibilities, such as the items per capita requirement. Director Sveinsson listed such potential loses as collection development purchasing power (approximately $4,000 FY 1988-89), a high discount with the Library's primary book vender, the opportunity to purchase from the Fort Worth Public Library's withdrawals (at $1.00 per volume, including many expensive reference materials that are only one or two years old); access to the 16mm film collection and use of the video packets; loss of two 16mm projectors, four videocassette players, one microcomputer, one printer, and one modem; use of NTLS equipment (signage machine, desktop publishing system, button machine, etc.). Director Sveinsson noted that the. Library is currently on probation with the State due to not meeting the item per capita requirement. Alternate Wood also inquired re: a confidentiality of patron records ordinance. Director Sveinsson n oted that there is currently provision for maintaining this confidentiality in the Selection Policy, and that an Attorney General's opinion has been issued in support of the confidentiality. Alternate Wood express sone concerns re: responsiveness of the City to facility maintenance needs. Members of the Board noted that responsiveness in this area has improved since the last Council/Boards retreat, but noted that some needs still are not being fully met. Director Sveinsson noted budgetary concerns and impact, and delineated between those things that the City needs to maintain and those items that are repairs that the City is working on getting the contractor to take care of under the warranty. Director Sveinsson reported that the halon system dischared due to particles (cricket legs) in the detection unit. It was suggested that perhaps the Library needs extermination service more than once a year. Alternate Wood asked if the Library has any demand for the reading machines for the sight impaired that are advertised by the State Library. Director Sveinsson responded that the maintenance of these machines is very expensive and that the demand in this community is n of perceived as being high; therefore, the Library has opted not to attempt to secure one of these machines. She noted that all inquiries re: materials and services for the sight impaired are referred to the State Library for the Blind and Physically Handicapped, which has direct mail service of materials for these patrons. Director Sveinsson noted that the larage print collection,,established originally from materials purchased from Fort Worth Public Library, is quite popular. Director Sveinsson responded to a question from Member Althaus re: what she sees as the Library's goals. As a short term goal, she listed the completion of the automation project and the implementation of online circulation. Other goals she listed included continuing to upgrade the collection and tailor it to the needs of the community; maintaining adequate staffing to provide basic library service to meet the needs of the community. She noted that top priority must be given to assisting patrons in finding the Em information/materials they need -- emphasizing that if patrons cannot find what they are looking for, they leave the Library assuming that their Library does not have what they want and that the Library is therefore not fulfilling their needs -- when the very item/information sought was actually in the Library and could have been located with a trained librarian's assistance. When a patron leaves with that feeling, the Library has failed in its primary mission. Under Chairman's report, Chairman Koelling announced that she has been appointed to the Denton County Historical Commission. Under NILS Lay Representative's report, Member Holmes presented some back- ground information re: NTLS for the newly appointed Council Liaison. He also reported that he and Member Althaus will be attending the Texas Library Association Legislative Day in Austin in February to lobby re: library legis- lation. Director Sveinsson noted that there is still time to register for Legislative Day and that she has registration forms available. Member Althaus reported that the NTRLS fund-raising efforts have brought in $1,200.00 in donations. The funds will be used to hire a professional fund-raising consultant to assist in raising the $225,000 required by the State for the system to begin operations as a non-profit system (as opposed to a major resource center system). Director Sveinsson presented the monthly status report for December 1988. The report included the following: (1) The Library had a total of 12,731 library card holding patrons as of the end of December 1988 (20% increase from December 1987). (2) The Library had a total of 23,104 items as of the end of December 1988 (12% increase from December 1987). (3) The Library circulated 4,100 items in December (6% decrease from December 1987). (4) In December, 3,247 patrons visited the Library (6l decrease from December 1987). (5) In December, attendance at activities in the Library and at Library programs off-site totaled 102. (6) In December, revenue of $461.65 was collected (32% increase from December 1987). (7) December's operating hours totaled 173 (2% increase from December 1987) . Director Sveinsson reported that the hours survey is at the printers and will go out in the March utility bills. Director Sveinsson also reported that Technical Librarian Mary Davis is resigning, her last work day will be February 27th. Director Sveinsson expressed her concerns re: the difficulty in finding a replacement. She has conducted a salary survey which showed that the hourly rate of this position is 34% below the market rate for this area. She has submitted a proposal to the City Manager that consideration be given to redefining the position as a full- time position. He has reviewed the proposal and will discuss the situation -5- 1 with Council; in the meantime, the part-time position is being posted. Director Sveinsson reported that the staff is still "cleaning up" from the December 19th work party, in that the proofing of the cataloging records still needs to be done for a large number of the materials barcoded that day. It is too soon for another work party. Director Sveinsson pointed out that the replacement order of meeting room chairs has been received and that the defective chairs have been taken away by the vendor. Alternate Wood suggested that the chairs be marked as belonging in the Library Department. Member Althaus moved to adjourn the meeting. Member Holmes seconded the motion, and the vote was as follows: Ayes: All members present voted aye. Noes: None. The meeting adjourned at 9:35 p.m. /��_Ca/thi Koelli g, Chairma J an L. Sveinsson, Secretary I am D MINUTES OF THE LIBP.ARY BOARD OF THE CITY OF THE COLONY FEBRUARY 23, 1989 A REGULAR SESSION of the Library Board of the City of The Colony, Texas, was called to order by Chairman Koelling at 7:00 p.m. Members present: Cathi Koelling Lowell Barton James Althaus Dell Holmes Diane Kruzich Ken [food Also present: Janet E. Sapp Absent: Morris Seay Place 1 Place 2 Place 3 Place 4 Alternate 1 Alternate 2 Reference Librarian (Acting for Director Sveinsson) Place 5 (due to illness) Member Althaus requested a rephrasing of the minutes of the January 26, 1989 regular session on page 3, paragraph 1, to emphasize the point that under the old policy referred to, the patron's AV privileges were permanently revoked. Member Althaus moved to accept the minutes as corrected. Member Holmes seconded the motion, and the vote was as follows: Ayes: All members present voted aye. Noes: None. Under Citizen's Input, Member Althaus reported re: the Friends of the Library's "Just Desserts" event and meeting. Under N.T.L.S. Lay Representative's report, Member Holmes suggested that any members of the Board interested in the actions of the various N.T.L.S. committies contact him for further information. He reported that the Continuing Education committee has set the sorkshop topics for FY 1989-90 and that the committee had sent a survey seeking input re: specific needs to be addressed within the following topics: 1. Costing Library Services (Possible presentor: Dr. Barbara Ivy, TWU) 2. Current Trends and Titles in Children's Literature (Possible presentor: Dr. Michelle Onstott) 3. How Libraries Fit into City Government (Possible panel with city managers from various sized cities and presentation by Ruth Ann McKinney, Assistant City Manager, Fort Worth). 4. Humanities, Science & Reference Evaluation and Development. Member Holmes passed the survey around, asking members of the Board to add their input. The Board discussed the resolution recognizing the dedication and service of Technical Librarian Mary Davis. Chairman Koelling and Alternate Wood asked how the presentation of the resolution to Mary Davis would be handled. Reference Librarian Sapp responded that Director Sveinsson would probably make the presentation at the Library. She noted Mary's request not to have a farewell party. Member Holmes moved to pass the resolution. Member Barton seconded the motion, and the vote was as follows: Ayes: All members present voted aye. Noes: None. Members Althaus and Holmes presented a report re: the Texas Library Association Legislative Day, which both had attended. The purpose of the Legislative Day was to increase awareness of the members of the Legislature of the concerns of library supporters. Each attendee was scheduled to visit two legislators. Members Holmes and Althaus met with Ben Campbell. He expressed support for maintaining a 3% allawance in state funding for library services over the amount required to maintain the federal library funding. They also met with Jim Horn's aide, and visited several other legislators's offices. Member Althaus also attended the reception for the legislators. Member Althaus recommeded that more people from The Colony attend the next Legislative Day sponsored by T.L.A. He also distributed fact sheets re: library legislative concerns to the members of the Board. Members Althaus and Holmes responded to questions from members of the Board re: the legislative concerns. As the T.L.A. membership includes all types of libraries, the fact sheets included concerns of school, academic, and public libraries, as well as funding of the State Library programs of service. Member Althaus stressed the importance of each Board member taking every opportunity to let legislators know of these concerns. Member Althaus noted that the theme for National Library Week this year focuses on the Librarian: "Ask a Professional / Ask Your Librarian". National Library Week is April 9-15, 1989. Member Althaus and Alternates Kruzich and good had attended the Council/Board Retreat. Alternate Kruzich began the report, stressing that more Library Board members need to attend this annual retreat; in comparison to the other boards, the Library Board did not have enough representatives. The emphasis of the , retreat was to brainstorm re: ideas to help the City in general. She noted that the ideas brought up were mostly budgetary in nature. Each Board member had since received from the Mayor a list of ideas generated at the retreat with a call for volunteers to work on them. A suggestion that had come out of the retreat was for the Board to meet with Council in a work session to discuss the Board's concerns, especially re: budgetary items. The Board should develop the agenda for this work session. It was decided that Chairman Koelling would send a memo to the Mayor on behalf of the Board, requesting a joint work session for discussion to include topics #20, 23, 24, 91, and 94 from the Mayor's list. The Board would request that the work session be held in mid-May, in order that the results from the Library's hours survey be available. Reference Librarian Sapp presented the monthly status report for January 1989. The report included the following: (1) The Library had a total of 12,903 library card holding patrons as of the end of January 1989 (19% increase from January 1988). -2- (2) The Library had a total of 23,310 items as of the end of January 1989 (12% increase from January 1988). (3) The Library circulated 6,220 items in January (18% increase from January 1988). (4) In January, 4,018 patrons visited the Library (9% increase from January 1988). (5) In January, attendance at activities in the Library and at Library programs off-site totaled 149. (6) In January, revenue of $546.85 was collected (39% increase from January 1988). (7) January's operating hours totaled 179 (10% increase from January 1988). Reference Librarian Sapp also reported that: (1) The doors into the Library had been repaired, as had the door into to Meeting Room. (2) The Library now has a coin-operated electronic typewriter -available to the public in the Typing Room. The charge is 25�_ per 15 minutes; to date, it has been well-received. (3) The hours survey has been inserted in the utility bill envelopes by the volunteers. It will go out in the March mailing. Drop boxes will be located in all the city offices to collected the surveys, although it is expected that the bulk of the responses will be received at the Utility Department with the bill payments. (4) The Technical Services Librarian position has not yet been filled. It was posted twice as the original part-time position; no applications were received. Then, the City Manager authorized opening it as a full- time temporary position in the hope of attracting applicants. If filled, then during the budget process, it could be proposed to be made a regular full-time position. (5) Reference Librarian Sapp and Director Sveinsson mann a display of the Library's career planning books at the Career Day at The Colony High School. Director Sveinsson also manned the display at Career Night. They distributed over 500 copies of the Career and College Planning booklist. (6) The city is currently without a custodian. Reference Librarian Sapp distributed copies of the Texas Library Systems Act and Rules for Administer in the Library SXstems Act. Member Althaus noted that Salem, Oregon had had a "No TV in Salem Week", with the grand finale being a camp -in at the Salem Public Library. He suggested consider- ation of a similar event in The Colony. Reference Librarian Sapp noted that the Friends of the Library's support of such an event would be necessary. Member -3- Althaus also expressed interest in the project called "Adoption and Libraries: A Partnership for Children with Special Needs". Alternate Kruzich noted that The Colony Leader article re: the Library and its volunteer program contained a factual error re: the number of full-time equivalent employees. The article stated, twice, that the Library has 8 F.T.E.'s; whereas, in reality, the Library has 5.5 F.T.E.'s, as most of the 8 employees are part- time. Alternate Wood volunteered to write a letter to the editor correcting the error. The Board discussed problems experienced with vandalism of the courtesy phone and possible measures to deal with them. Member Holmes moved to adjourn the meeting. Alternate Kruzich seconded the motion, and the vote was as follows: Ayes: All members present voted aye. Noes: None. The meeting adjourned at 8:15 p.m. Cathleen Koelling, Chairman Ta I pet E. Sapp, ActfiAg Secretary 1 RESOLUTION A RESOLUTION OF THE LIBRARY BOARD OF THE CITY OF THE COLONY OF DENTON COUNTY, TEXAS, RECOGNIZING THE DEDICATION AND SERVICE GIVEN BY MARY DAVIS TO THE COLONY PUBLIC LIBRARY. WHEREAS, Mary Davis has faithfully fulfilled the duties of Technical Librarian of The Colony Public Library for these past four years; and WHEREAS, Mary Davis has cheerfully and courageously dealt with the rapid changes in the operation of this rapidly developing library; and WHEREAS, Mary Davis has faced the lean, rough early years of this library's development; and WHEREAS, Mary Davis will always be remembered by the Library's staff and patrons for her kindness, graciousness, and friendship; NOW, THEREFORE, BE IT RESOLVED BY THE LIBRARY BOARD OF THE CITY OF THE COLONY, TEXAS: That the Library Board appreciates the services rendered by Mary Davis and thanks her for her years of dedication to the Library's growth and development, and that the Library Board wishes Mary the best in all her future endeavors. PASSED and APPROVED on the 23rd day of February, 1989. 0 ATTEST: Jappt E. Sapp, A t ng Secretary t Cathi Koellin Chair --ma 1 MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY MARCH 23, 1989 A REGULAR SESSION of the Library Board of the City of The Colony Texas, was called to order by Vice -Chairman Holmes at 7:01 p.m. Present: Lowell Barton James Althaus Dell Holmes Morris Seay Diana Kruzich Ken Wood Joan L. Sveinsson Noretta Sipe Absent: Cathi Koelling Place 2 Place 3 Place 4 Place 5 Alternate 1 Alternate 2 Library Director City Council Liaison Place 1 1. Consideration of approval of minutes of the Board meeting held February 23, 1989. Member Barton moved to approve the minutes and Alternate Kruzich seconded the motion. The vote was as follows: Ayes: All present. Noes: None. 2. Citizen's input. None. 3. Chairman's report. None. 4. NTLS Lay Representative's report. The Central area meeting will be held March 31, 9:30 a.m., at the Euless Public Library. Lay Rep. Holmes and Alternate Lay Rep. Althaus will attend. The proposed automation standards distributed from the Texas State Library have created quite a controversy throughout the state and will be discussed at the Texas Library Association Conference in April. 5. Discussion of agenda for a joint work session with City Council. Topics requested for the work session agenda and committies to develop presentations: 1. Hours & Staffing Committee: Member Seay Alternate Kruzich 2. Collection Development Committee: Chairman Koelling Member Holmes Alternate Wood 3. Facility: Sprinkler system; insect control Committee: Member Barton Member Althaus 4. County Library Funding Committee: Member Holmes Chairman Koelling Member Althaus Director Sveinsson will assist all committies. Committee meeting dates were set. 8. Director's status report. Director Sveinsson reported that the Technical Services Librarian position has been posted as a temporary full-time position. Director Sveinsson reported that the power backup supply unit for the computer system had been damaged by a power surge. Director Sveinsson asked for advise from the Board re: charging overdue fines to volunteers who have been inactive for over a year. The consensus was to charge them. Director Sveinsson reported that the City Secretary had turned over to the Library all the back issues of The Colony Courier and the Little Elm Tide which Mary Blalock had donated to the City. The Friends have set aside $500.00 donated from the Knights of Columbus for the purpose of microfilming the newspapers. Volunteers are needed to work the project. The first step is to research the costs involved. Members Althaus and Holmes volunteered to work on this project. Director Sveinsson noted that the American Library Association Conference would be held in Dallas this year and encouraged Board members to attend. Statistics provided in the February 1989 report included in the Board packets yielded the following information. Cardholders: 13,106 (up 19% from February 1988) Collection: 23,346 Circulation: 5,623 (up 2% from February 1988) Patron visits: 4,098 (down 2% from February 1988) Incoming calls: 546 (up 10% from February 1988) -2- 3-23-89 Revenue: $ 398.49 (dawn 387. from February 1988) Volunteers: 26 ( 0% from February 1988) Volunteer Hours: 311 (down 3% from February 1988) Operating hours: 161 (down 4% from February 1988) Member Althaus moved to adjourn the meeting and Member Barton seconded the motion. The vote was as follows: Ayes: All present. Hoes: None. The meeting adjourned at 8:30 p.m. an L. veinsson, Secretar Cathleen Koelling, Chairman -3- 1 MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY APRIL 27, 1989 A REGULAR SESSION of the Library Board of the City of The Colony Texas, was called to order by Chairman Koelling at 7:01 p.m. Present: Cathi Koelling Lowell Barton Dell Holmes Morris Seay Diana Kruzich Ken Wood Joan L. Sveinsson Place 1 Place 2 Place 4 Place 5 Alternate 1 Alternate 2 Library Director Absent: James Althaus Place 3 1. Consideration of approval of minutes of the Board meeting held March 23, 1989. Tabled. 2. Citizen's input. Alternate Wood reported on a visit to the Library of Congress; he especially noted the large amount of support staff required by the Library. 3. Chairman's report. Chairman Koelling reported re: activities of the Denton County Historical Commission and re: the establishment of a Denton County Historical Society. 4. NTLS Lay Representative's report. Director Sveinsson reported re: the Central area meeting held March 31, at the Euless Public Library. 5. Committee reports. 1. County Library Funding Member Holmes requested Board members to share any anecdotes re: use by County residents. Estimated card holders: 8.6% County; 90.2 % City; 1.2% out of county. The committee is outlining what is required of the Library when the City accepts County funding, what it takes to meet those requirements, and what the Library stands to lose if it doesn't meet those requirements. 2. Hours & Staffing The committee is working to compile the results of the hours survey. 3. Collection Development Alternate Wood discussed the outline the committee is developing for the presentation. Topics include: the collection development process; the demands upon the collection, and the budgetary impact. The importance of currency in the collection will be stressed, as will citizen expectations. He has also reviewed the periodicals collection and noted a need for periodicals in the areas of fiction, computers, and hobbies. 6. Director's status report. Director Sveinsson reported that the Library's computers are back up after the repair of the power back-up unit. The Annual Report has been submitted to the State Library. Statistics provided in the March 1989 report included in the Board packets yielded the following information. Cardholders: 13,258 (up 18% from March 1988) Collection: 23,053 Circulation: 6,094 (down 11% from March 1988) Patron visits: 4,139 (down 15% from March 1968) Incoming calls: 494 (down 21% from March 1988) Revenue: S 484.63 (down 28% from March 1988) Volunteers: 27 (down 1% from March 1988) Volunteer Hours: 362 (down 3% from March 1988) Operating hours: 193 (down 4% from March 1988) The 1989-90 budget request was discussed. Personnel requests include: a secretary, the upgrade of the Technical Services Librarian to full-time, and the addition of a full-time Children's Librarian. Member Holmes moved to adjourn the meeting and Member Barton seconded the motion. The vote was as follows: Ayes: All present. Noes: None. The meeting adjourned at 9:18 p.m. Cathleen KoellincJ, Chairman e ;oan L. Sveinsson, Secretary [1 MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY MAY 25, 1989 A REGULAR SESSION of the Library Board of the City of The Colony Texas, was called to order by Chairman Koelling at 7:00 p.m. Present: Cathi Koelling Place 1 James Althaus Place 3 Dell Holmes Place 4 Ken Wood Alternate 2 Joan L. Sveinsson Library Director Absent: Lowell Barton Place 2 Morris Seay Place 5 Diana Kruzich Alternate 1 1. Consideration of approval of minutes of the Board meeting held March 23, 1989. Tabled. 2. Consideration of approval of minutes of the Board meeting held April 27, 1989. Tabled. 3. Citizen's input. None. 4. Chairman's report. None. 5. Committee reports. It was agreed to go into worksession so that the committees could work on their assigned areas. The meeting reconvened at 8:20 p.m. Meeting dates were set for the committees to meet again. 6. Director's status report. Statistics provided in the April 1989 report included in the Board packets yielded the following information. Cardholders: 13,393 Collection: 22,987 Circulation: 5,300 (up 18% from April 1988) (down 4% from April 1988) Patron visits: Incoming calls: Revenue: Volunteers: Volunteer Hours: Operating hours: 3,989 ( up 495 (up S 569.12 ( down 25 (up 348 174 (down 4% from April 1988) 4% from April 1988) 6% from April 1988) 4% from April 1988) 0% from April 1988) 4% from April 1988) Alternate Wood moved to adjourn the meeting and Member Althaus seconded the motion. The vote was as follows: Ayes: All present. Moes: None. The meeting adjourned at 8:38 p.m. thleen Koelling,` Chairm J an L. Sveinsson, Secretary l� 1 1 MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY JUKE 22, 1989 A REGULAR SESSION of the Library Board of the City of The Colony Texas, was called to order by Chairman Koelling at 7:21 p.m. Present: Cathi Koelling James Althaus Dell Holmes Morris Seay Diana Kruzich Ken Wood Joan L. Sveinsson Absent: Lowell Barton 1. Citizen's input. Place 1 Place 3 Place 4 Place 5 Alternate 1 Alternate 2 Library Director Place 2 The Friends booksale is scheduled for July 8, 9:30 - 4:30. Volunteers are needed to help with the sale on Saturday, as well as with set up the night before. 2. Chairman's report. Chairman Koelling reminded those members whose terms are expiring to contact the City Secretary. Chairman Koelling requested that members wanting an item put on the agenda contact her two weeks before the meeting. 3. Committee reports. Each committee presented the information that it had gathered for presentation at the joint work session with the City Council, scheduled for July 6, 1989. Decisions were made as to the order of presentation. 4. Director's status report. Statistics provided in the May 1989 report included in the Board packets yielded the following information. Cardholders: Collection: Circulation: Patron visits: Incoming calls: Revenue: Volunteers: Volunteer Hours: 13,515 (up 18% from May 1988) 23,110 5,238 (down 2% from May 1988) 3,887 ( up 19% from May 1988 ) 496 (up 24% from May 1988) $ 599.45 (up 24% from May 1988) 28 (up 22% from May 1988) 305 (down 9% from May 1988) Operating hours: 180 (up 4% from May 1988) Member Barton moved to adjourn the meeting and Member Althaus seconded the motion. The vote was as follows: Ayes: All present. Moes: Hone. The meeting adjourned at 10:04 p.m. athleen Koelling, Chairman )oan L. Sveinsson, Secretary 1 MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY JULY 27, 1989 A REGULAR SESSION of the Library Board of the City of The Colony Texas, was called to order by Vice -Chairman Holmes at 7:13 p. m. Present: Lowell Barton James Althaus Dell Holmes Diane Kruzich Ken Wood Joan L. Sveinsson Absent: Cathi Koelling Morris Seay 1. Citizen's input. Place 2 Place 3 Place 4 Alternate 1 Alternate 2 Library Director Place 1 Place 5 Trisha Mooney, 4905 Walker, expressed an interest in the Library in general and in the Library's automation system in particular. Friends Treasurer Pat Holmes, 5118 Worley, reported that the booksale brought in $389.55. 2. Appointment of NTLS Lay Representative. Director Sveinsson presented a brief description of the duties and responsibilities of the Lay Representative, along with information re: the structure of the Library System. Member Althaus moved to appoint Ken Wood as Lay Representative and Member Barton seconded the motion. The vote was as follows: Ayes: All present. Noes: None. 3. Appointment of NTLS Alternate Lay Representative. Alternate Wood moved to appoint James Althaus as Alternate Lay Representative and Member Barton seconded the motion. The vote was as follows: Ayes: All present. Noes: None. 4. Report from joint work session of City Council and Library Board. Alternate Wood expressed a concern that more citizens need to give their input to council members re: what the citizens want the Library to do and to be -- that perhaps a broader view of what a Library is and does needs to be developed. Improvement of communication between the members of the Library Board and the members of the City Council was discussed. It was suggested that a survey of other cities be conducted to compare the percentage of each total city budget assigned to each library department budget. It was also suggested that other libraries should be surveyed to find out if they have a department secretary. The Board discussed the idea of establishing a library foundation. The question arose as to how the Board should respond to the question from Council as to the Board's recommendations re: hours and staffing. Director Sveinsson will check with the City Manager. 5. Chairman's report. Hone. 6. HTLS Lay Representative's report. Mone. 7. Director's status report. Director Sveinsson distributed copies of memos re: the Denton County funding and re: the population figure assigned to the Library by the State. Statistics provided in the June 1989 report included in the Board packets yielded the following information: Cardholders: 13,762 (up 17% from June 1988) Collection: 23,357 Circulation: 9,207 (up 16% from June 1988) Patron visits: 5,292 (up 13% from June 1988) Incoming calls: 503 (down 22% from June 1988) Revenue: $ 695.75 (up 3% from June 1988) Volunteers: 22 (down 19% from June 1988) Volunteer Hours: 335 (down 9% from June 1988) Operating hours: 186 ( 0% from June 1988) Alternate Kruzich moved to adjourn the meeting and Alternate Wood seconded the motion. The vote was as follows: Ayes: All present. Noes: Hone. The meeting adjourned at 8:12 p.m. . &LI 4Cat-4hleenoelling, Chairman 1 MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY AUGUST 31, 1989 A REGULAR SESSION of the Library Board of the City of The Colony Texas, was called to order by Member Seay in the absence of both the Chair and Vice -Chair. Present: Cathi Koelling Lowell Barton James Althaus Morris Seay Diane Kruzich Ken Wood Stave Withers Joan L. 8veiva000 Absent: Dell Holmes 1. Citizen's input. None. 2. Chairman's report. Place 1 (late arrival) Place 2 (late arrival) Place 3 8,692 Place 5 5,238 Alternate 1 Alternate 2 Councilman Place �� Liaison Library Director Place 4 It was reported that those members up for reappointment had either been interviewed or were scheduled to be interviewed soon. 4. NTLS Lay Representative's report. Lay Representative Ken Wood announced that he would be attending the NTLS System meeting and Lay Rep. orientation workshop at River Oaks Public Library on September 21st. 5. Director's status report. Alternate Wood noted that the use of the meeting room has increased. Member Althaus noted that while usage of the Library's services has increased, the number of volunteers working and the number of volunteer hours worked has decreased dramatically. Statistics provided in the July 1989 report included in the Board packets yielded the following information: Cardholders: 13,951 Collection: 30,390 Circulation: 8,692 Patron visits: 5,238 Incoming calls: 447 (up 17% from July 1988) (up 11% from July 1988) (up 6% from July 1988) (down 10% from July 1988) Revenue: $ 517.81 (down 3% from July 1988) Volunteers: 20 (down 35% from July 1988) Volunteer Hours: 307 (down 31% from July 1988) Operating hours: 163 (down 7% from July 1988) Director Sveinsson reported that Technical Services Librarian Georgette Belisle has relocated to Illinois. The position has been filled with the hiring of Elizabeth Fitzpatrick, a recent library school graduate. Director Sveinsson also reported re: progress made on the automation project and on clearing of the processing backlog. 5. Discussion of media policies. The topic of access to media by minors was discussed in great detail, in light of the fact that NTLS no longer requires member libraries to limit check-out of videos to adult patrons (minimum age 18). NTLS is now in line with the American Library Association Library Bill of Rights. The NTLS Media Specialist is recommending that member libraries allow parents to sign media contracts for their children if they wish their children to be able to check out media, thus placing the responsibility and the choice in the hands of the parents. It was agreed that further discussion on this topic was needed. Director Sveinsson was asked to find out how other libraries in the area handle access to minors. Member Koelling moved to table further discussion to the September meeting and Member Seay seconded the motion. The vote was: Ayes: All present. Noes: None. Member Barton moved to adjourn the meeting and Member Koelling seconded the motion. The vote to adjourn was unanimous. The meeting adjourned at 8:55 p.m. secretary IL MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY SEPTEMBER 28, 1989 A REGULAR SESSION of the Library Board of the City of The Colony Texas, was called to order by Vice -Chairman Holmes at Present: Lowell Barton Place 2 Dell Holmes Place 4 Morris Seay Place 5 Diane Kruzich Alternate 1 Ken Wood Alternate 2 Absent: Cathi Koelling Place 1 James Althaus Place 3 Joan L. Sveinsson Library Director 2. Consideration of changes to the November and December meeting dates. It was agreed upon by all members present to schedule the November meeting for November 30th and the December meeting for December 21, due to the holidays. 3. Chairman's report. None. 4. NTLS Lay Representative's report. Lay Representative Ken Wood presented a report of his attendance at the NTLS System meeting and Lay Rep. orientation workshop held at River Oaks Public Library on September 21st. 5. Report re: NTLS workshop for Library Board members. Member Seay presented a report of his attendance at the NTLS Library Board members workshop held at Mineral Wells on Saturday, September 16th. He found the workshop quite valuable and urged members to attend the December repeat of 1. Citizen's input. Friends Treasurer Pat Holmes, 5118 Worley, invited -- members of the Board to attend the Library Volunteer Recognition Ceremony, Saturday, September 30, at 4:30 p.m. in the City Council Chambers. The ceremony will be followed by a brief Friends meeting and a potluck dinner in the Recreation Center. 2. Consideration of changes to the November and December meeting dates. It was agreed upon by all members present to schedule the November meeting for November 30th and the December meeting for December 21, due to the holidays. 3. Chairman's report. None. 4. NTLS Lay Representative's report. Lay Representative Ken Wood presented a report of his attendance at the NTLS System meeting and Lay Rep. orientation workshop held at River Oaks Public Library on September 21st. 5. Report re: NTLS workshop for Library Board members. Member Seay presented a report of his attendance at the NTLS Library Board members workshop held at Mineral Wells on Saturday, September 16th. He found the workshop quite valuable and urged members to attend the December repeat of this workshop. It will be held on Saturday, December 2, at the new Lewisville Public Library. 6. Director's status report. Due to illness, the Director was unable to attend to present her report. Statistics provided in the August 1989 report included in the Board packets yielded the following Cardholders: 14,104 Collection: 31,220 Circulation: 7,510 Patron visits: 4,424 Incoming calls: 418 Revenue: $ 485.70 Volunteers: 22 Volunteer Hours: 387 Operating hours: 155 (up 16% from August 1988) (up 5% from August 1988) (down 7% from August 1988) (down 20% from August 1988) (down 1% from August 1988) (down 24% from August 1988) (down 1% from August 1988) (down 17% from August 1988) 7. Discussion of media policies. Alternate Wood moved to table this discussion to the October meeting and Member Seay seconded the motion. The vote was as follows: Ayes: All present. Noes: None. The meeting adjourned at 7:44 p.m. ` William D. Ho--i-Wes, Vice-Chairmin ^ an L. Sveinsson, Secretary Note: These minutes were prepared from notes provided by one of the Board members, supplemented by information provided by Vice -Chairman Holmes. III MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY OCTOBER 26, 1989 A REGULAR SESSION of the Library Board of the City of The Colony Texas, was called to order by Chairman Koelling at 7:02 p.m. Present: Cathi Koelling Place 1 James Althaus Place 3 Dell Holmes Place 4 (left at 8:14) Morris Seay Place 5 (left at 7:54) Diane Kruzich Alternate 1 Ken Wood Alternate 2 Joan L. Sveinsson Library Director Absent: Lowell Barton Place 2 1. Citizen's input. None. 2. Consideration of approval of minutes of the Board meeting held September 28, 1989. Alternate Kruzich moved to accept the minutes and Member Holmes seconded the motion. The vote was as follows: Ayes: All present. Noes: None. 3. Consideration of approval of minutes of the Board meeting held August 31, 1989. Member Holmes moved to accept the minutes and Alternate Kruzich seconded the motion. The vote was as follows: Ayes: All present. Noes: None. 4 - 8. Consideration of approval of minutes of the Board meetings held July 27, June 22, May 25, April 27, and March 23, 1989. Member Althaus moved to table agenda items * 4 - 8 and Member Holmes seconded the motion. The vote was as follows: Ayes: All present. Noes: None. 9. Chairman's report. Chairman Koelling noted that elections for Chair and Vice -Chair needed to be held. The elections will be on the November 30, 1989 agenda. 10. NILS Lay Representative's report. Member Wood reported that he would send his comments re: the Automation Standards proposed by the State Library to Cate Dixon ( from Fort Worth Public Library) , who is serving on the committee to make recommendations to the State Library re: these standards. Member Althaus recommended that members of the Board subscribe to the NTLS newsletter, the Roundup. He noted that they could get on the mailing list at no charge, simply by sending their individual requests in writing to North Texas Library System, 100 N. University, Suite 241, Fort Worth, TX 76107. Director Sveinsson noted that the next NTLS workshop re: Library Boards is scheduled for December 2; it will be held at the new Lewisville Public Library. The next Central Area . meeting is scheduled for November 10th. 11. Report re: Library department budget FY 1989-90. Director Sveinsson reviewed the department's budget with the Board. Items of special note: Personnel: -- The upgrade of the Technical Services Librarian position to full-time, regular was not funded. The City Manager has granted a 60 -day transition period before the position reverts to part-time. -- No staff upgrades or additions were funded. -- Due to TMRS requirements, all regular part-time positions are being cut back to 19 hours per week. Five of the Library's staff members are effected. The impact is a 2% cut in staff hours. Capital: Several high priority items were approved. The department's capital list is as follows: shelving (workroom); cash register; 2 book carts; ladder; microform storage cabinet; modem with software; acoustical printer cover; and coat rack. Books and periodicals budget: This line item was substantially increased compared to the FY 1988-89 budget of $15,000. The Board discussed the reality of providing current services with reduced staffing. It was noted that the number Page 2 Alternate Wood noted that the proposed schedule would have less negative impact on the public (as opposed to other hour cuts) while dealing realistically with the current staffing level. 3. Consideration of recommendation of changes to operating hours. Alternate Wood moved to support the proposed reduced hours schedule and Member Barton seconded the motion. The vote was as follows: Ayes: All present. Noes: None. Member Barton moved to adjourn the meeting and Alternate Kruzich seconded the motion. The vote was as follows: Ayes: All present. Noes: Hone. The meeting adjourned at 9:10 p.m. 1 /loan L. Sveinsson, Secretary 1 c William C. Holmes, Vice -Chairman Page 3 MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY NOVEMBER 9, 1989 A SPECIAL SESSION of the Library Board of the City of The Colony Texas, was called to order by Vice -Chairman Holmes at 7:13 p.m. Present: Lowell Barton Place 2 Dell Holmes Place 4 (left at 8:32) Morris Seay Place 5 Diane Kruzich Alternate 1 Ken Wood Alternate 2 Steve Withers Councilman, Place 2, Liaison Joan L. Sveinsson Library Director Absent: Cathi Koelling Place 1 James Althaus Place 3 Note: Vice -Chairman Holmes was called away due to an illness in the family. Member Seay presided over the remainder of the meeting after Vice -Chairman Holmes departed. 1. Citizen's input. None. 2. Discussion of recommendation of changes to operating hours. Director Sveinsson responded to the Board's request for a proposal of a reduced operating hours schedule which would take into account the current level of staffing: Sunday closed Monday closed Tuesday 1 P.M. - 8 P.M. Wednesday 1 P.M. - 8 P.M. Thursday 1 P.M. - 8 P.M. Friday 10 a. m. - 5 p.m. Saturday 10 a. m. - 5 p.m. Total operating hours: 35 per week. While cutting the total number of hours per week by 7 hours, the schedule does allow for an additional evening during the week and for an additional hour on Saturday, thus responding to the hours survey results which indicated a demand for more evening and weekend hours. Morning hours would be cut from three days; evening closing would be at 8 p.m., rather than 9 p.m. Director Sveinsson also presented proposed staffing schedules for this operating hours schedule. By shortening the operating hours to 7 hours per day, this schedule would concentrate staff to the busiest hours. It would also allow for staff to be scheduled during closed hours to perform background tasks which are essential to the Library's operation. Director Sveinsson also presented some statistics re: staffing levels and public usage. The current staffing level is actually 2.27% less than that in November of 1987; public usage has increased over the past two years. Although the Technical Services Librarian is hoping to find another part- time position so that she may continue here, that may not be possible. If she has to leave to take a full-time position, the staffing level would decrease again. As this position has proven difficult to fill in the past, it could be vacant for quite some time. The ensuing discussion included several topics: the impact of the schedule on the public. the impact of the schedule on the staff. the impact of the schedule on the volunteers. the impact of cutting lower use hours, as is proposed in this schedule, as opposed to cutting some of the high use hours. priorities in City budgeting and the relation of these priorities to Library services. -- areas of service to reduce or eliminate (programming, the supervision of teen court workers, etc.). the impact of the implementation of automated circulation. Councilman Withers reported that the Council was interested in implementation of the automated circulation system as soon as possible. The Board indicated support of another closure to speed up the conversion. Councilman Withers indicated to the Board that he felt the Council would also be supportive of such a closure. Director Sveinsson reported that the City Manager had indicated that he would like to discuss a holidays closure, but that they had not been able to meet yet to discuss it. She will report back to the Board at the November 30 meeting re: a closure. Director Sveinsson also reported that the majority of the title records are now in the database and that the emphasis now is on getting the barcode labels put on the books. The Board expressed interest in examining service areas to cut. It was requested that part of the November 30 meeting be devoted to such a discussion. Member Barton requested use of the marker boards to assist in this discussion. Page 2 1 1 u of volunteers available has decreased. It was suggested that a cut in service hours might be necessary. A special session will be held on November 9, 1989 to discuss potential changes to the operating hours schedule. The Board asked Director Sveinsson to prepare a realistic schedule, taking into account the current staffing level. 12. Discussion of media policies. Alternate Kruzich moved to table this discussion to the November 30 regular session and Alternate Wood seconded the motion. The vote was as follows: Ayes: All present. Noes: None. 13. Discussion of the establishment of a library foundation. Member Holmes noted that he has a handout re: library foundations and will bring it to the next meeting. Alternate Wood noted that the impact of this year's personnel budget points to the need for exploring other funding resources. Alternate Wood moved to table further discussion to the November 30 regular session and Alternate Kruzich seconded the motion. The vote was as follows: Ayes: All present. Noes: None. 14. Director's status report. Director Sveinsson reported that the Friends Booksale would be held on Saturday, December 2 and invited Board members to assist with set up on Friday, December 1. Director Sveinsson reported that she was looking into badges for the volunteers and staff. The Board urged consideration of using first names only on the badges, in order to protect the volunteers and staff. Statistics provided in the September 1989 report included in the Board packets yielded the following information: Page 3 Cardholders: 14,246 (up 16% from September 1988) Collection: 31,384 Circulation: 5,670 (up 5% from September 1988) Patron visits: 3,652 (up 2% from September 1988) Incoming calls: 481 (down 5% from September 1988) Revenue: $ 460.50 (up 15% from September 1988) Volunteers: 18 (down 18% from September 1988) Volunteer Hours: 317 (up 3% from September 1988) Operating hours: 175 (down 3% from September 1988) Page 3 FY 1988-89 Statistics provided in the September 1989 report included in the Board packets included the following information re: the statistics for FY 1988-89: Cardholders: 14,246 (up 16% from FY 1987-88) Collection: 31,384 (up 37% from FY 1987-88) Circulation: 74,684 (up 5% from FY 1987-88) Patron visits: 49,500 (up 2% from FY 1987-88) Incoming calls: 5,650 (down 4% from FY 1987-88) Revenue: $ 5,970.20 ( up 0% from FY 1987-88) Volunteers: 24 (down 8% from FY 1987-88) (avg. #/mo. ) Volunteer Hours: 3,961 ( down 3% from FY 1987-88) Operating hours: 2,075 (down 2% from FY 1987-88) Alternate Kruzich moved to adjourn the meeting and Alternate Wood seconded the motion. The vote was as follows: Ayes: All present. Noes: None. The meeting adjourned at 8:29 p.m. Cathleen Knelling, Chairman ;ban L. Sveinsson, Secretary 1 Page 4 MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY NOVEMBER 30, 19S9 A REGULAR SESSION of the Library Board of the City of The Colony Texas, was called to order by Chairman Koelling at 7:08 p.m. Present: Cathi Koelling Place 1 James Althaus Place 3 Dell Holmes Place 4 Diana Kruzich Alternate 1 Ken Wood Alternate 2 Joan L. Sveinsson Library Director Absent: Ayes: All present. Noes: None. 3. Consideration of approval of minutes of the Board meeting held November 9, 1969. Alternate Wood moved to accept the minutes and Alternate Kruzich seconded the motion. The vote was as follows: Ayes: All present. Noes: None. 4. Consideration of approval of minutes of the Board meeting held July 27, 1989. Alternate Wood moved to table this item and Member Althaus seconded the motion. The vote was as follows: Lowell Barton Place 2 Morris Seay Place 5 1. Citizen's input. Library Director Sveinsson reported that the Friends of the Library Booksale was scheduled for Saturday, Dec. 2, 9:30 . a m to 4:30 p.m. in the Library meeting room. She invited . the members of the Board to assist with set-up for the sale on Friday, Dec. 1, at 5:00 p.m. Member Althaus reminded the Board of the NTLS Workshop for Library Board members and Library Directors to be held Saturday, Dec. 2, at the Lewisville Public Library. 2. Consideration of approval of minutes of the Board meeting held October 26, 1989. Member Althaus moved to accept the minutes and Member Holmes seconded the motion. The vote was as follows: Ayes: All present. Noes: None. 3. Consideration of approval of minutes of the Board meeting held November 9, 1969. Alternate Wood moved to accept the minutes and Alternate Kruzich seconded the motion. The vote was as follows: Ayes: All present. Noes: None. 4. Consideration of approval of minutes of the Board meeting held July 27, 1989. Alternate Wood moved to table this item and Member Althaus seconded the motion. The vote was as follows: Ayes: All present. Noes: None. 5. Chairman's report. No report. 6. Election of Chairman. Member Holmes nominated himself; the nomination was seconded by Alternate Wood. Alternate Wood moved to close the nominations and the motion was seconded by Alternate Kruzich. The vote to close the nominations was as follows: Ayes: All present. Noes: None. Member Althaus moved to elect Member Holmes by acclamation; Alternate Wood seconded the motion. The vote was as follows: Ayes: All present. Noes: None. 7. Election of Vice -Chairman. Alternate Wood nominated Member Seay; the nomination was seconded by Alternate Kruzich. Member Holmes moved to close the nominations and the motion was seconded by Alternate Wood. The vote to close the nominations was as follows: Ayes: All present. Noes: None. Member Holmes moved to elect Member Seay by acclamation; Alternate Kruzich seconded the motion. The vote was as follows: Ayes: All present. Noes: None. Chairman Holmes presided over the remainder of the meeting. 8. Discussion of proposed revisions to the Circulation Policy. Topics discussed included 1) adding wording to support the current requirement that renewals must be made with the material in hand and, 2) increasing the daily fine rate from $0.10 per day to $0.15 per day. Director Sveinsson requested that any change in the fine rate be considered for after implementation of the automated circulation system. She noted that manual computation of fines is easier for the staff and volunteers at the current rate. Once implemented, the automated system will compute the fines. 9. Consideration of proposed revisions to the Circulation Policy. Alternate Wood moved to revise section II.C.6.d.1) by inserting the words "with the material in hand". The section would then read: "All renewal must be made in person, with the material in hand. No phone renewals." The motion was seconded by Alternate Kruzich. The vote was as follows: Ayes: All present. Noes: None. 10. Discussion of service priorities. Topics included children's programming, summer reading club, supervision of teen court workers, supervision of youth volunteers, supervision of adult volunteers, tours, publicity, acceptance of donations of used magazines and books, pricing of books lost or damaged beyond repair, streamlining searching re: overdues, discontinuing use of the newspaper rack (time consuming to install papers on the rods and the patrons dislike the rods), and improvements to the procedures re: seriously delinquent patrons. Items receiving general agreement: 1) Continue current practice of cancelling storytime if the volunteer scheduled to conduct it cancels or doesn't show. 2) Seek a volunteer to plan and coordinate summer children's programs. 3) Seek volunteers to schedule and conduct tours. In the meantime, limit tours to classes seeking library use instruction. 4) Cut back on the amount of searching done before sending certified letter to a delinquent patron. 5) Discontinue offering supervision of teen court 6) Do not formally reinstate the youth volunteer 7> Continue researching improvements in procedures for dealing with seriously delinquent patrons. 8) Encourage adult volunteers to seek own replacements when they must cancel. 9) Investigate use of a fixed pricing schedule for items lost or damaged beyond repair (to be updated annually). 10> Research implementation of a streamlined summer reading club -- one that places the majority of the supervision on the parent. 11) Seek a volunteer to assist with publicity: writing press releases, new bock columns, etc. 12) Consider a time limit for refunds (lost items found after payment made) -- possibly one year. 13) Consider a fixed dollar maximum overdue fine schedule, similar to that used by Carrollton Public Library. It was suggested that the names of the Board members and the City Council be posted in the Library in order that patrons would know who to contact to express their concerns re: library services. On the topic of donated materials, Director Sveinsson reported that the staff may not be able to lift the moratorium on acceptance after January 1, as had been hoped. There are still donations to be processed boxed in the workroom and there is no room to store additional materials. Storage of additional materials in the workroom would result in unsafe working conditions. In addition, there are not enough staff hours available to deal with the influx of materials once the moratorium is lifted. Alternate Wood expressed concern re: donor reactions to refusal of their used items. The topic of off-site storage was discussed. Director Sveinsson noted that such storage must be climate controlled to protect against damage to the materials. 11. NTLS Lay Representative's report. NTLS Lay Representative Wood announced two upcoming NTLS workshops: one on Puppetry and one on Gifts, Donations, and Policies. 12. Discussion of media policies. Alternate Wood moved to table this item to the January 1990 meeting. Member Koelling seconded the motion. The vote was as follows: Ayes: All present. Noes: None. 13. Discussion of the establishment of a library foundation. Alternate Wood moved to table this item to the February 19969 meeting. Member Koelling seconded the motion. The vote was as follows: Ayes: All present. Noes: None. It was suggested that Director Sveinsson invite representatives of libraries having established foundations to attend, sharing their experiences. 14. Director's status report. The Library has received notification that it has regained full accreditation as a member of the Texas State Library System. The Commissioners Court is looking at a 5/ out in the Library funding and has asked the Denton County Library Advisory Board to respond as to how the formula should be redesigned to accommodate the cut. The Board has decided to request that the per capita rate be adjusted and that the matching funds amount be left at $7,500.00. Further cuts may yet be forthcoming. The Library, along with the rest of the complex and much of the northern portion of the city, sustained a power outage on November 29th. The battery back-up on the computer system performed well and the computer system was not harmed. When power came back on, however, the surge impacted the halon system in the bookdrop, triggering a discharge of the tank. This is the second time in two years that the tank has discharged unnecessarily. Director, Sveinsson has requested an estimate of the cost of upgrading the system to one with a battery back-up, two smoke detectors (both of which would have to trigger before the tank would discharge), and a delay and reset mechanism that would allow the staff to stop the discharge if deemed appropriate. The Library page has submitted his resignation and the position has been posted. Permission has been received for a closure from Dec. 16 through Jan. 1. During the closure, the staff and volunteers will place barcode labels on the remainder of the books in the collection (approximately 15, 000) in preparation for implementation of the automated circulation system. Director Sveinsson asked the members of the Board to consider volunteering some hours to assist with the project. Statistics provided in the October 1989 report included in the Board packets yielded the following information: Cardholders: 14,407 (up 16% from October 1988) Collection: 31,382 Circulation: 5,189 (dawn 1% from October 1988) Patron visits: 3,372 ( down 8% from October 1988 ) Incoming calls: 395 (down 6/ from October 1988) Revenue: $ 385.73 (up 1! from October 1988) Volunteers: 16 ( down 47% from October 1988 ) Volunteer Hours: 268 (down 5% from October 1 `:388 ) Operating hours: 169 (down 3% from October 1988) Member Koelling moved to adjourn the meeting and Alternate Kruzich seconded the motion. The vote was as follows: Ayes: All present. Noes: None. The meeting adjourned at 9:20 p.m. r46t7. /o William C. Holmes, Chairman _ �ban L. Sveinsson, Secretary MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY DECEMBER 14, 1989 A REGULAR SESSION of the Library Board of the City of The Colony Texas, was called to order by Vice -Chairman Seay at 7:05 p.m. Present: Lowell Barton Place 2 (arrived 8 p.m.) James Althaus Place 3 Morris Seay Place 5 Diana Kruzich Alternate 1 Ken Wood Alternate 2 Joan L. Sveinsson Library Director Absent: Cathi Koelling Place 1 Dell Holmes Place 4 1. Citizen's input. Friends President Steve Hines reported that the Friends organization has been revitalized. A schedule of the Friends Executive Board meetings is being published. A general membership meeting is scheduled for January 23, 1990, in the Library meeting room with Dr. Bill Manning as guest speaker. Dr. Manning will be sharing his experiences in Bolivia. The annual Library Volunteer Recognition Ceremony is scheduled for February 10, 1990. The Annual Meeting of the general membership will be held in April. 2. Consideration of approval of minutes of the Board meeting held November 30, 1989. Member Althaus moved to approve the minutes and Alternate Wood seconded the motion. The vote was as follows: Ayes: All present. Noes: None. 3. Chairman's report. No report. 4. Discussion of proposed revisions to the Circulation Policy. A schedule of proposed maximum fines, charges for items -- lost or damaged beyond repair, and processing fees was presented and discussed. The schedule of charges for items lost or damaged beyond repair was based on the average price per volume as published in W��kl� (9-29-89) and in Sghool Lib1ar� Jgu[nual (3/89), adjusted down to reflect that the Library rarely buys the high end items for circulation. 1111 The advantages to the schedule are: 1. The patron knows up -front the maximum liability undertaken when checking out materials. 2. Staff time involved in processing charges for lost/ruined items and for maximum fines will be reduced and service to the patron involved will be improved. 3. Annual review/update of the schedule will keep charges current in an efficient manner. 5. Consideration of proposed revisions to the Circulation Policy. Member Althaus moved that the schedule be approved, be incorporated in the Circulation Policy, be reviewed annually, and be implemented January 2, 1990. Alternate Kruzioh seconded the motion. The vote was as follows: Ayes: All present. Noes: None. The approved schedule is attached to, and should be considered a part of these minutes. 6. Discussion of service priorities. Due to limited resources in terms of staffing, the Board reviewed five major areas of activities to determine what activities could be reduced, streamlined, out, or limited to performance by volunteers. The five major areas of activities: Circulation; Collection; Patron Assistance; Special Services; Administration. : Check in; Check out; Overdues (identify, notify, search, coordinate with Court); Collect fines/receipts (prepare cash report, make bank deposit); Issue library cards; Reserve notification; Statistics; Shelve returned materials. The schedule of charges approved in #5 above will help in this area. The implementation of the circulation system should also help. Member Althaus suggested that the reserve notification be dropped -- putting the responsibility on the patron to check to see if the reserved item is ready. Concern was expressed re: the public relations impact of such a change. It was decided to consider this suggestion further at a future meeting. It was agreed that there were not any other cuts or refinements that could be made in this area. Collection activities: Selection (reviews, donation memorials, Ft. Worth Public Library sale, replacements); Purchase (vendor selection, order placement, check in order, file claims, process invoice); Cataloging (in-house or purchased, produce catalog cards/labels, file catalog cards, statistics, file shelf list cards); Processing; Repair/rebind; Withdrawals; Shelf reading. It was agreed to continue the moratorium on the acceptance of donated materials, due to lack of staff time to sort them and lack of space to store them. Concern was expressed re: having enough materials for the Friends booksale. It was suggested that, if donated items are needed for the sale, the Friends might explore off-site storage for items for the sale, perhaps sharing a storage unit with another civic organization. If a Friends member could pick up donated items weekly, the items wouldn't create such a problem in the Library facility. Staff would only select from the donations before they were stored if time allowed; otherwise the items would go directly into the sale. This suggestion was turned over to Friends President Steve Hines. A suggestion re: storing donations on the back of the picture book shelving was discussed. Concern was expressed that unsorted donations might contain items that would be inappropriate to store on low height shelving in such close proximity to the area used by young children. It was also noted that the shelving area would fill to rapidly to solve the problem. It was agreed to recommend that this shelving not be used to store donations. It was noted that the librarian at Lakeview Middle School is accepting donations; the staff can refer donors to her. It was recommended that the ordering of memorial items continue to be handled on an "as time allows" basis. �� It was agreed that selection of materials from the Fort Worth Public Library sale provided valuable materials at very low cost and that staff should continue to do so. Ref dRef l patron Reference an Referral (in-person, phone); InterLibrary Loan; Booklists; Displays; Signage; Tours; Library Instruction (individual, group); Answer telephones. It was agreed that the following activities are basic services: Reference and Referral (with priority to the in-person service); InterLibrary Loan; Signage; and Library Instruction on an as -needed basis to individual patrons. It was agreed that development and maintenance of displays should be on an "as time allows" basis only. It was agreed that the production of booklists could be eliminated. It was agreed that tours would be eliminated, except in the case of organizations which are required to tour the facility (example: Scouts working on badges), unless volunteers could be found to conduct the tours. It was noted that providing library instruction to groups can have long-range positive impacts on staff work -load in that patrons involved in such instruction would be less dependent on the librarian staff for assistance. It was agreed that such instruction should be on an "as time allows" basis and at the Director's On the topic of answering the phones, concern was expressed re: staff having to interrupt service to an in-person patron to answer the phone. On the other hand, concern was expressed re: the public relations impact of letting the phone go unanswered or be answered by the answering machine. No decision was reached on this topic. Special Survi-ces Programs, adult/children's (storytimes, film programs, speakers); Summer Reading Club,- Public lub;Public Relations (publicity: new book column, press releases, brochures, hours/services bookmarks, signage; booths; off- site presentations). It was agreed that programs would be dependent on volunteers to plan, publicize, and conduct them. It was agreed that a streamlined Summer Reading Club should be implemented. It was agreed that daily public relations were III essential, but that booths and cuff -site presentations could be cut or given to a volunteer, if one could be recruited. It was suggested that the new book. press releases could be handled by a volunteer, or could be cut entirely. if cut, it was recommended that all new books be placed on the New Book Shelf until checked out the first time. It was recommended that production of a new services brochure and hours bookmarks be postponed. It was agreed that signage (publicity signage) was a necessity. Administration activities: Budget; Reports ( local, state) ; Policy; Supervision (staff, volunteers, teen court, youth volunteers); Facility (maintenance, supervision); Equipment (troubleshoot irig, maintenance) ; Supplies; Automation Project; Other (Library Beard, Denton Co. Library Advisory Beard, Texas State Library, North Texas Library System, Friends of the Library); Special Projects (example: microfilming The Colony Courier) . It was recommended to discontinue serving as a work site for teen court workers. It was recommended to discontinue the yc-uth volunteer pry �grYam. It was agreed that the Director's participation in North Texas Library System comm i t t i es continue to be on an "as time allows" basis; the Director resigned from the Automation Committee this fall due to lack of time and is riot serving on any other NTLS comm i t t i es. . The Board supported the Director's view that Library staff should not be used to support the Friends of the Library's activities, unless a staff member wishes to do so on his/her, own time. It was agreed that the project of microfilming of The Colony Courier would continue to be put on held until a volunteer is found to work on it. Discussion of a report to the City Council re: service priorities will be on the January 1990 agenda. 7. NTLS Lay Representative's report. The Texas State Library has distributed a new version of the proposed standards for automation. It was requested that any comments/suggestions be forwarded to the State Library, with a copy to at least one of the members of the committee -5- which participated in the revision; Director Sveinsscm noted that Cate Dixon, from Fort Worth Public Library serves on this committee and has been a strong voice for the librarians' s concerns. 8. Director's status report. The Library will be closed December 16 through January 1 for the purpose of barcoding the remainder of the book collection. Volunteers are needed to assist with this project. Target date for the implementation of the circulation system is February 1, 1990. Statistics provided in the November 1989 report included in the Board packets yielded the following information. Cardholders: 14,551 (up 15% from November 1988) Collection: 31,372 Circulation: 5,213 (down 10% from November 1988) Patron visits: 3,489 (down 9% from November 1988) Incoming calls: 447 (up 2% from November 1988) Revenue: $ 368.44 ( 0% from November 1988) Volunteers: 18 (down 28% from November 1988) Volunteer Hours: 290 (up 16% from November 1988) Operating hours: 162 ( 0% from November 1988) Alternate Wood moved to adjourn the meeting and Alternate Kruzich seconded the motion. The vote was as follows: Ayes: All present. Noes: None. The meeting adjourned at 9:40 p.m. an Sveinsson, secretary William C. Holmes, Chairman -6- ITEM BOOR PAPERBACK/MAGAZINE CHILDREN'S KI RECORD AUDIO CASSETTE COMPACT DISC PUZZLE 1EMI•I FILM VIDEOCASSETTE VIDEO HISTORY TAPES CAMERA AV EQUIPMENT INTERLIBRARY LOAN 1 1 FINE/DAY MAXIMUM FINE LOST/RUINED PROCESSING FEE (lost/ruined) TABLE i E J FIC YA FIC ADULT FICTION LP FICTION NONFICTION HARDBOUND PAPERBOUND SEE TABLE 1 2.00 3.50 1.50 5.00 2. 0,, 9. 00/ record 2. 0� 9.00 2.00 15.00 2.00 7.00 2. 00 Actual cost 2.00 20.00 2.00 6.00 2.00 30.00 2.00 Actual cost 2.00 Assigned by owning agency 12.00 12.00 12.00 17.00 17.00