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HomeMy WebLinkAbout1990 Library BoardMINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY JANUARY 25, 1990 A REGULAR SESSION of the Library Board of the City of The Colony Texas, was called to order by Chairman Holmes at 7:10 p.m. Present: James Althaus Dell Holmes Morris Seay Diana Kruzich Ken Wood Joan L. Sveinsson Absent: Cathi Koelling Lowell Barton 1. Citizen's input. Place 3 Place 4 Place 5 Alternate 1 Alternate 2 Library Director Place 1 Place 2 Friends President Steve Hines reported that the Friends will be hosting a program on Tuesday, Jan. 23, at which Dr. Bill Manning will talk about his trip to Bolivia. The Friends are having a contest to recruit new members. Other scheduled activities are: a budget meeting on 2/1; officers's meeting at G p.m. on 2/8; Library Volunteer Recognition Ceremony in the City Council Chambers at 4:30 p.m. on 2/10, to be followed by a reception at the Rec Center; Members Only Booksale at 7 p.m. on 3/2; Booksale from 9:30 a.m. to 4:30 p.m on 3/2; Annual Membership meeting on 4/28. Special activities are being planned for National Library Week, April 22 - 28. Alternate Wood suggested that Library supporters should begin to encourage citizens to lobby their council representatives during the upcoming campaign. 2. Consideration of approval of minutes of the Board meeting held December 14, 1989. Member Althaus moved to approve the minutes and Alternate Kruzich seconded the motion. The vote was as follows: Ayes: All present. Noes: None. 3. Chairman's report. Chairman Holmes reported that he is planning to contact the 1Shop Dept. at the high school re: two projects for the Library: a display case, and 2) constructing a depressible book truck. Chairman Holmes reminded Board members re: the 1/27/90 Council Retreat. He noted that each Board had been asked to make a brief presentation. It was agreed that Chairman Holmes and Member Althaus be assigned to prepare the report, with assistance from Director Sveinsson. 4. Report to City Council re: service priorities. Alternate Wood moved that Chairman Holmes prepare a cover letter to send with a copy of the 12/14/89 minutes to the Mayor, Council, and City Manager; the motion was seconded by Alternate Kruzich and the vote was as follows: Ayes: All present. Noes: None. 5. Discussion of proposed revisions to the Circulation Policy. A suggestion was made to charge patrons for returning books without the date due sticker; when using date due cards, the policy did contain a provision for charging for lost date due cards. Director Sveinsson recommended against implementing such a charge: the loss of the date due card created additional labor under the manual circulation system as each date file had to be searched to locate the circulation card. Once the automated circulation system is implemented, circulation cards will not be used. The only problem with missing date due stickers will then be that the security system will sound as the books are brought into the Library. Director Sveinsson advised that, although it can be irritating to have the system going off, it is minor compared to the negative public relations impact of implementing a charge for missing stickers. It was noted that the fine schedule approved at the 12-14-89 meeting did not include Vertical File materials. It was suggested that these materials be included in the schedule at the same rate as magazines and noncataloged paperbacks. 6. Discussion of media policies. The Board continued discussion of changing the Circulation Policy to allow a parent to sign a video contract for his/her child if the parent wanted the child to be able to check out videocassettes. Such a change would eliminate the current age discrimination that now puts the Library's policy in conflict with the Library Bill of Rights. It was noted that references to video games could also be struck from the policy as the Library no longer circulates any video games. 7. Consideration of proposed revisions to the Circulation Policy. I Member Althaus moved to include the Vertical File materials in the fine schedule at the same rate as magazines and noncataloged paperbacks. Member Seay seconded the motion, and the vote was as follows: Ayes: All present. Noes: None. Member Wood moved to make the following changes in the Policy Manual: Section II.C.2. Age limitations: strike the words "videocassettes, video games". Section II.C.3.d. Check out procedures: strike the words "video games". add the sentence "A Parents may enable a juvenile patron to check out videocassettes by signing the juvenile patron's Agreement." Member Althaus seconded the motion. The vote was as follows: Ayes: Althaus, Seay, Wood, Holmes Noes: Kruzich 8. NTLS Lay Representative's report. The NTLS Central Area meeting is scheduled for 1/26/90 at North Richland Hills. Some major changes for future NTLS operations will be discussed. Consideration is being given to eliminating the video packets; the funds would be used to purchase videos for the member libraries's collections. Director Sveinsson expressed concern re: this concept; rotating packets have provided fresh materials in higher numbers than would otherwise be possible. Member Althaus reported his concern that the NTRLS Board had not been meeting -- that he was concerned re: the future of NTRLS if some action is not taken in the near future. 8. Director's status report. The barcoding project was a success. The automated circulation system will be implemented on schedule on Feb. 1, 1990. A training session for staff and volunteers will be held at 4 p.m. on Saturday, 1/27. The Page position has been filled. The new Page is Claudia Jimenez. The Technical Services Librarian is still seeking full time employment. I The Library is cooperating with the Special Education class at the high school by providing a work site for three students for 1 1/2 hours each week. The school has a supervisor accompany the students to supervise their work. The end panels have now been labeled with the Dewey range. The doors into the Library have been adjusted. Statistics provided in the December 1989 report included in the Board packets yielded the following information. Cardholders: 14,617 (up 15% from December 1988) Collection: 31,462 Circulation: 2,213 (down 46% from December 1988) Patron visits: 1,549 (down 52% from December 1988) Incoming calls: 201 (down 50% from December 1988) Revenue: $ 169.60 (down 63% from December 1988) Volunteers: 14 (down 54% from December 1988) Volunteer Hours: 144 (down 54% from December 1988) Operating hours: 91 (down 47% from December 1988) Notes: The Library was closed for two weeks during the December 1989 holidays for a special work project. All public service statistics were impacted. A work project day was held on a normally closed day in December 1988. Both projects involved additional volunteers and additional volunteer hours. The comparison including these additional figures would be: Volunteers: 25 (down 50% from December 1988) Volunteer Hours: 394 (down 10% from December 1988) Member Althaus 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 9:00 p.m. William Holmes, Chairman ban L. Sveinsso-n, Secretary MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY FEBRUARY 22, 1990 A REGULAR SESSION of the Library Board of the City of The Colony Texas, was called to order by Chairman Holmes at 7:06 p.m. Present: Cathi Koelling Lowell Barton James Althaus Dell Holmes Morris Seay Diana Kruzich Ken Wood Joan L. Sveinsson Absent.- None. bsent: None. 1. Citizen's input. Place 1 Place 2 Place 3 Place 4 (left at 7:30 p.m.) Place 5 Alternate 1 Alternate 2 Library Director Friends Vice -President for Ways & Means Pat Holmes announced that the Friends Used Book Sale would be held on Saturday, March 3rd, 9:30 a.m. - 4:30 p.m. in the Library Meeting Room. Alternate Wood noted problems with mud being tracked in the facility, the need for a shelf in the public restrooms for people to set things on (sink counter gets too messy), and that he hoped that citizens would inform candidates for City Council of their concerns re: the Library. 2. Consideration of approval of minutes of the Board meeting held January 25, 1990. Member Seay moved to approve the minutes and Member Althaus seconded the motion. [he vote was as follows: Ayes: All present. Noes: None. 3. Report re: Council Retreat. Chairman Holmes and Members Althaus and Barton attended the City Council / Boards Retreat last month. Each of them shared their insights and concerns from the discussion at the retreat. Member Barton reported that he expressed his view that the Friends of the Library should concentrate their efforts on improving the Library's services, not on facilities issues (sprinkler systems, etc.). Member Althaus reported that he attempted to communicate �� the critical need for additional staff and that he presented ideas for the use of that portion of the County Library Funding which was in addition to the budgeted revenue amount. Chairman Holmes noted that some of the less supportive comments came from members of other boards -- pointing out the need for better understanding amongst the various boards of the needs of the departments. The suggestion had been made that the boards hold a combined meeting on a quarterly basis; Chairman Holmes will check on the status of that suggestion. Director Sveinsson will be following up on the proposal for the use of the County funding, requesting it to be placed on an upcoming agenda for Council's consideration. 4. Chairman's report. None. 5. NTLS Lay Representative's report. Member Wood announced the upcoming workshops re: How Libraries Fit into City Government. It was noted that the system was trying to encourage board members to attend these workshops, yet the workshops were being held on weekdays when most board members are not able to attend. It was suggested that the board members return their registration forms with a comment noting the problem with this scheduling. The Texas Library Association Annual Conference will be held in Dallas, April 3 - 7, 1990. The registration forms are now available. The Friends and Trustees Luncheon will be Wed., 12- 1:30 p.m.; the speaker will be author and radio commentator Alex Burton. The Texas Library Trustee Association Round Table and Friends of Texas Libraries Interest Group business meeting and program is scheduled for 9 - 11:20 a.m. on Wednesday. The exhibits hours are 9 a.m. - 4 p.m. on Wednesday and Thursday, 9 a.m. - noon on Friday. On site registration for laypersons is $26.00 for the entire conference; a one -day pass for the exhibits only is $6.00. Meal tickets are available only through pre- registration; however, one can sometimes buy a ticket at the conference from someone who finds they cannot attend the meal -- check the notice board in the registration area. Check with Member Althaus or Director Sveinsson for further information. S. Discussion of the establishment of a library foundation. Member Althaus will schedule a speaker from the Center for Nonprofit Management for an upcoming meeting. Director Sveinsson will schedule a speaker from a library which has established a foundation. 7. Director's status report. The Friends of the Library are planning to tie in with a national event during National Library Week: on Wednesday, April -2- 2-22-90 25, 1990, the Night of a Thousand Stars will take place in Iibraries throughout the country. Libraries will invite local "stars" to participate in a "read aloud" time at the Library. Friends Secretary Denise Timme has volunteered to coordinate the event in The Colony. Statistics provided in the January 1990 report included in the Board packets yielded the following information. Cardholders: 14,819 Collection: 31,435 Circulation: 6,371 Patron visits: 4,272 Incoming calls: 534 Revenue: $ 388.58 Volunteers: 16 Volunteer Hours: 303 Operating hours: 186 (up 15% from January 1989) (up 2% from January 1989) (up 6% from January 1989) (up 6% from January 1989) (down 29% from January 1989) (down 24% from January 1989) (down 6% from January 1989) (up 4% from January 1989) Member Koelling moved to adjourn the meeting and Member Althaus seconded the motion. The vote was as follows: Ayes: All present. Noes: None. The meeting adjourned at 8:24 p.m. wan L. Sveinsson, Secretary William C. Holmes, Chairman MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY I MARCH 22, 1990 A REGULAR SESSION of the Library Board of the City of The Colony Texas, was called to order by Chairman Holmes at 7:14 p.m. Present: Cathi Koelling Place 1 James Althaus Place 3 Dell Holmes Place 4 Morris Seay Place 5 Diana Kruzirh Alternate 1 Ken Wood Alternate 2 Joan L. Sveinsson Library Director Absent: Lowell Barton Place 2 1. Citizen's input. Friends of the Library Vice -President Pat Holmes, 5118 Worley, reported that the March 3rd booksale was a success. It was noted that the National Library Week event "Night of a Thousand Stars" is scheduled for Wednesday, April 25, 1990, 7 - 9 p.m. All Board members were encouraged to attend. The Friends Annual Membership meeting is scheduled for Saturday, April 28, 1990, 7 p.m. Both events will be held in the Library Meeting Room. A Friends membership drive is underway. Kevin E. Schappacher, P.O. Box 176, Little Elm, expressed his concerns re: 1) need for a video night -drop 2) need for additional hours, especially evening and weekend hours. 2. Consideration of approval of minutes of the Board meeting held February 22, 1990. Alternate Kruzich moved to approve the minutes and Member Koelling seconded the motion. The vote was as follows: Ayes: All present. Noes: None. 3. Chairman's report. Chairman Holmes still plans to contact the High School re: projects for the Library. I Chairman Holmes had discussed with the City Secretary the topic of regularly scheduled joint meetings of the city boards, which had been proposed at a Council/Board retreat. He reported instigation of such meetings has to come from the Boards. 4. NTLS Lay Representative's report. Lay Representative Wood noted that the Texas Library Association Annual Conference is scheduled for the first week in April at the Dallas Convention Center. Board members were encouraged to attend. It was also noted that plans are being developed re: the Texas Conference on Libraries and Information Services, which will precede the White Hoose Conference. Further information was included in the Board packets. 5. Discussion of Circulation Policy. Director Sveinsson requested clarification re: fines as follows: 1. When a patron returns an item overdue and the item has been damaged beyond repair, should the patron be charged both the overdue fine and the charges for the damage? The Board consensus was that the patron should be charged both the fine and the damage charges -- the charges are for different offenses. 2. When a patron has lost an item, should the patron be charged the overdue fine and the charges for the lost item? If so, how should the fine be figured? The Board consensus was that the overdue fine should accrue until the item is declared lost by the patron. The patron should be charged both the overdue fine and the lost item charges -- the charges are for different offenses. Furthermore, the Board agreed that if a lost item was returned, a refund should only be issued if a) the patron presents the receipt and if b) the return is within one year of the receipt date. 3. If a Denton County resident, who has a library card, moves out of the County, should that resident then be charged a non- resident fee in order to continue borrowing privileges? The Board consensus was that, upon becoming a non- resident, the patron must pay the non-resident fee. Furthermore, the Board agreed that the fee should be changed to an annual fee, rather than a one-time fee. The Board discussed raising the fee. It was agreed to that consideration should be given to raising the fee, but that ��| 3-22-90 perhaps it should be postponed to next year -- concern was expressed re: combining the change to an annual fee with a fee rate increase. Director Sveinsson reported that she had discussed the proposed fees schedule with the City Manager, who noted that it should go before the Council's Fees Committee. He also expressed concern that the amount for a lost or damaged beyond repair video was low. The Board discussion led to a consensus to raise that fee to $30.00 and raise the maximum overdue fine for videos to $15.00. As some of the decisions stemming from this discussion require changes to the Policy Manual, consideration of the changes will be on the April 1990 agenda. 6. Discussion of the establishment of a library foundation. Member Althaus will again try to schedule a speaker from the Center for Non -Profit Management for the April 1990 meeting. 7. Director's status report. Director Sveinsson explained that the schedule of notification re: overdue videos has been changed to be the same as that for other overdue items. There had been some staff concern that patrons might be upset if not notified sooner. The Board consensus was that the new schedule was reasonable, noting that ��. the notification was a courtesy, that the patron's first notification is the due date stamped on the item, and that it is the patron's responsibility to be aware of the due date. Director Sveinsson reported that the roof leaks have started up again and that the Public Works staff has been out to examine the roof. Director Sveinsson reported that no response had been received to the request to utilize the additional County Library funding (the amount received that was above the amount in the revenue budget). Although the clown program drew a large turnout, Director Sveinsson did receive one complaint re: the clown's demeanor. The custodian for the Municipal Complex and the Civic Center is still out on a medical leave of absence. Hence the City is providing only minimal cleaning of the Library; any additional cleaning is done by the Library staff when necessary. It was noted that Director Sveinsson had provided information in the Board packets re: a court case involving an out-of-state library's meeting room policy. She noted that, while the article was provided for information only at this stage, the results from this case may require amending The Colony's meeting room policy. Statistics provided in the February 1990 report included in the Board packets yielded the following information. Cardholders: 15,021 (up 15% from February 1989) Collection: 30,996 Circulation: 5,714 (up 2% from February 1989) Patron visits: 3,953 (down 4% from February 1989) Incoming calls: 523 (down 4% from February 1989) Revenue: $ 390.10 (down 2% from February 1989) Volunteers: 18 (down 31% from February 1989) Volunteer Hours: 262 (down 16% from February 1989) Operating hours: 162 (up 1% from February 1989) Member Althaus moved to adjourn the meeting and Member Koelling seconded the motion. The vote was as follows: Ayes: All present. Noes: None. The meeting adjourned at 9:30 p.m. William C. Holmes, Chairman `�--v-eInsson", Secretary MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY APRIL 26, 1990 A REGULAR SESSION of the Library Board of the City of The Colony Texas, was called to order by Vice -Chairman Seay at 7:07 p.m. Present: Morris Seay Place 5 Diana Kruzich Alternate 1 Ken Wood Alternate 2 Joan L. Sveinsson Library Director Absent: Cathi Koelling Place I Lowell Barton Place 2 James Althaus Place 3 Dell Holmes Place 4 1. Citizen's input. None. 2. Discussion of the establishment of a library foundation. Guest speaker: Al Acosta, Director for Consulting Services, Center for Non -Profit Management Mr. Acosta described the consulting and educational services available from the Center and the requirements for an organization to qualify as a 501(c)(3) organization. Such an organization can "join" the Center for $50.00 and then get a discount of the Center's services. The "Getting Started" class is available for $10 per person. Mr. Acosta noted that an organization seeking 501(c)(3) status must have Articles of Incorporation and By -Laws, must file an IRS 1023 application form, and must meet the tests of Purpose (educational, literary, religious, charitable, scientific research, prevention of cruelty to animals or children), Inurement (no part used for benefit of any private individual), Lobbying (no substantial part of activities may be for lobbying), and Political Activities (cannot participate). He recommended that the 1023 application be reviewed by a CPA and that the Articles of Incorporation should be reviewed by an attorney. The Center can help match a group with a volunteer who can help with the 1023 and the Articles. He also noted that, by state law, there must be a minimum of three directors on the board of the organization. The 1023 application requires information re: the organization's 1. Plan (purpose, goals, specific activities, duties and commitments of those involved); 2. Finances (develop a budget for the lst 3 years); 3. People (Board of Directors); 4. Entity (Articles); 5. Rules (By -Laws). Mr. Acosta noted that the 1023 application has just been revised. He explained that an organization's sources of support further defines its designation: 1. 509 (a) (1): minimum of one-third of support from public donations. 2. 509 (a) (2): more than one-third of support from gifts, grants, membership fees, fundraisers. 3. 509 (a) (3): organization that supports another 501(c)(3). Director Sveinsson will invite a director from a library that has an existing foundation to speak to the Board at the May meeting. 3. Consideration of approval of minutes of the Board meeting held March 22, 1990. Alternate Kruzich moved to approve the minutes and Alternate Wood seconded the motion. The vote was as follows: Ayes: All present. Noes: None. 4. Chairman's report. None. NTLS Lay Representative's report. Lay Rep. Wood reported that the semi-annual System meeting, which was to be held in Decateur, has been postponed to May due to the flooding. 6. Discussion of proposed changes to the Circulation Policy. The following proposed changes were discussed: a. Changing the non-resident (out -of -County) card fee to an annual fee. b. Instituting a one-year limit on requests for refunds when a "lost and paid" item is returned by the patron; enforcing the requirement that the receipt be produced in order to get the refund. C. Deletion of the fees re: date due cards and pockets. d. Recommendation from staff that a patron who pays for a lost item or for an item that is damaged beyond repair not be charged the overdue fine if the item was also overdue. The staff had surveyed other libraries, none of which were charging the -2- 4-26-90 overdue fine in such cases. Staff cited negative public relations impact, the impact on the incentive to the patron to return a lost item if found, and the difficulty of determining an overdue fine on an item that a patron has lost. e. The fines and fees schedule. 7. Consideration of proposed changes to the Circulation Policy. Alternate Wood moved to make the nonresident fee an annual fee and Alternate Kruzich seconded the motion. The vote was as follows: Ayes: All present. Noes: None. Alternate Wood moved to institute the one-year limit on refunds and Alternate Kruzich seconded the motion. The vote was as follows: Ayes: All present. Noes: None. Alternate Kruzich moved to delete the fees for date due cards and pockets and Alternate Wood seconded the motion. The vote was as follows: Ayes: All present. Noes: None. Alternate Wood moved to accept the staff recommendation that a patron who pays for a lost item or for an item that is damaged beyond repair not be charged the overdue fine if the item was also overdue. Alternate Kruzich seconded the motion. The vote was as follows: Ayes: All present. Noes: None. Alternate Kruzich moved to submit the fines and fees schedule to the City Council for approval and Alternate Wood seconded the motion. The vote was as follows: Ayes: All present. Noes: None. S. Director's status report. Director Sveinsson reported that Technical Services Librarian Fitzpatrick has been offered an excellent job opportunity at Brazosport College and will submit her resignation as soon as she receives written confirmation of the offer. Director Sveinsson reported that she had discussed the -3- proposal for the use of the additional County Library funding with the City Manager. Other developments to be considered were the need for the roof to be repaired and the upcoming vacancy in the Technical Services Librarian position. The Board discussed these considerations and the proposal as it had been submitted. The submitted proposal requested $3,810 for temporary staffing, $1,420 for an upgrade to the Halon system, $513 for library supplies, and $1,000 for bindery services. Alternate Wood moved to request Council's consideration of the proposal as written and Alternate Kruzich seconded the motion. The vote was as follows: Ayes: All present. Noes: None. Those present agreed to be available at the May 7 Council meeting to address questions re: the fine schedule and the County Library funding proposal. Statistics provided in the March 1990 report included in the Board packets yielded the following information. Cardholders: 15,224 (up 15% from March 1989) Collection: 32,250 Circulation: 6,720 (up 10% from March 1989) Patron visits: 4,169 (up 1% from March 1989) Incoming calls: 532 (up 8% from March 1989) Revenue: $ 509.84 (up 5% from March 1989) Volunteers: 16 (down 41% from March 1989) Volunteer Hours: 267 (down 26% from March 1989) Operating hours: 189 (down 2% from March 1989) 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 9:38 p.m. � oan L. Sveinsson, Secretary orris Seay, -4- -Chairman u MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY MAY 241 1990 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.; Chairman Holmes presided over the remainder of the meeting after his arrival. Present: Cathi Koelling Lowell Barton Dell Holmes Morris Seay Diana Kruzich Ken Wood Joan L. Sveinsson Absent: James Althaus Place 1 Place 2 (left early -- business) Place 4 (arrived 7:10 p.m.) Place 5 Alternate 1 Alternate 2 Library Director Place 3 1. Citizen's input. Friends member Pat Holmes reported that the Friends quarterly booksale will be held on Saturday, June 2, 9:30 - 4:3N p.m. The "Members Only" preview sale will be Friday, June 1, 7:00 - 8:30 p.m. Volunteers are still needed to assist with set up (5 p.m. on Friday), the preview sale, and the public sale. 2. Presentation by Wayne Fecht, Toastmasters. Mr. Fecht's encouraged members of the Board to participate with Toastmasters and discussed the benefits of Toastmasters. 3. Discussion of the establishment of a library foundation. Guest speaker: Alvin Bailey, Director, Denison Public Library Mr. Bailey shared his experiences in establishing a library endowment in Denison. A condensed text of his presentation is attached to and should be considered a part of these minutes. 4. Consideration of approval of minutes of the Board meeting held April 26, 1990. Alternate Kruzich moved to approve the minutes and Member Seay seconded the motion. The vote was as follows: Ayes: All present. Noes: None. 5. Consideration of approval of minutes of the Board meeting held March 23, 1989. Member Seay moved to approve the minutes and Member Koelling -- seconded the motion. The vote was as follows: Ayes: All present. Noes: None. 6. Chairman's report. The Board discussed the recent letter to the editor re: dissatisfaction with the hours of operation. 7. NTLS Lay Representative's report. a. Katherine Brown, NTLS coordinator, is leaving the system for an out-of-state job. b. The system will be restructuring its services plan to better accommodate the varying needs of member libraries based on their stage of development. C. Plans are underway for the Texas Conference on Libraries and Information Services, which will precede the White House Conference. Nominations are being sought for delegates to the State Conference, which will be held in Austin in January 1991. 8. Report re: Council action re: Fines & Fees Schedule. The fines and fees schedule was approved by Council at the May 7, 1990 meeting with one amendment: the basic daily fine rate was increased from $ .10 to $ .15. The new fine rate will go into effect June 1, 1990. 9. Report re: Council action re: proposal for use of additional County Library funding. The following items were approved at the May 7, 1990 meeting: $ 3,810 Temporary staff $ 1,420 Halon system upgrade $ 1,750 Roof repair 10. Director's status report. Four applications have been received for the Page (full-time, temporary) position; seven applications have been received for the Technical Services Clerk (part-time, temporary) position; one application has been received for the Technical Services Librarian (part-time, regular) position. Joan and Jan are in the process of interviewing candidates for these positions. Statistics provided in the April 1990 report included in the Board packets yielded the following information. Cardholders: 15,367 Collection: 32,393 Circulation: 5,318 Patron visits: 3,337 Incoming calls: 487 Revenue: $ 629.21 Volunteers: 16 Volunteer Hours: 235 Operating hours: 170 (up 15% from April 1989) (up 0% from April 1989) (down 16% from April 1989) (down 8% from April 1989) (up 11% from April 1989) (down 36% from April 1989) (down 32% from April 1989) (down 4% from April 1989) 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 9:35 p.m. k -a ni L veins I y William C. Holmes, Chairman LIBRARY ENDOWMENTS Many public libraries are considering establishing endowment funds based on models successfully employed in hospitals, academic institutions, and major arts organizations throughout the United States. An endowment is a pool of assets held by an institution and invested for long-term growth or income. The annual income (interest) from the endowrent can be spent by the 2k Library or reinvested to expand the endowment. The principal of the endowment (the corpus) should not be invaded, but rather, permitted to grow and accrue more interest. In many cases, when an institution decides to begin an endowment program, it also decides to begin a deferred or planned giving program to help build that endowment. Deferred or planned giving means that the organization receives a gift now, but that gift is subject to contracted obligations. Deferred gifts can take the form of bequests, life insurance policies, annuities and trusts, and pooled income funds. Of course, donations of cash are also encouraged as part of an endowment campaign. Planned giving is becoming more and more popular with non-profit institutions. It is a sophisticated technique for attracting significant gifts for an organization. Donors can make a major gift, get full tax advantages, and still keep their assets working for them. Library Endowment Funds are typically either 501(c)3 organizations or 509(a)3 organizations. These designations mean that donations and gifts to the endowment are tax deductible -finder }he Interna' Revenue Code. 2 Why start a Library Endowment? Public libraries are typically funded from property taxes or sales taxes. Many Library Directors are concerned with the future funding of their library system under this tax structure. Most are already experiencing financial problems. An Endowment Fund may be a source for additional outside funding for the Library. This might be the best insurapce policy for stable funding in the future. What is the purpose of an Endowment? Interest in dividends from the endowment are used to enhance and improve library collections, purchase capital items, or fund special programs. The endowment sponsors projects that are high priorities for the Library but cannot be funded by the Library's annual operating budget. In Denison, we spend 90% of the income earned each year. The rest is reinvested in the corpus. How is the Endowment managed? The Endowment Board meets quarterly. It is a governing board that sets policies for investments And approves requests for funds. The money itself is handled by the Trust Department of a local bank. However, it is very important for library staff to be involved in the fundraising effort. I believe that the Library Director is the person who should encourage the continual development of the trust. But, this type of program won't work unless you have a really good library. We fell very confident about going to the community to talk about the services the 3 Library offered, services that would be valuable to the individuals we dere approaching. We had a strong staff commitment to build an endowment. From the top to the bottom it was a team effort. And the team needed the active involvement of the people in.Denison who believed in the Library and would work actively for it. OL What has been the reaction of the community to the campaign? Has the campaign affected local funding for tae Library? I've learned that libraries have a wonderful opportunity to develop alternate funding when they pursue library trust/endowments. once you give money to something, you tend to become a supporter of it. As a result, we have stronger community support than before as more people give directly to the Library. We have not found a down side for the endowment in Denison. For libraries which are considering an endowment there are several key points to remember: * Know the issues concerning the Library's funding needs. * Prepare a needs assessment and assess the impact of potential funding. * Develop a fact sheet to educate the prospective donor and help staff and volunteers in doing the asking. * Assemble a community advisory committee of library supporters. * Engage professional management of Endowment funds. * Research prospective donors. * Train fundraisers. 4 * Cultivate prospects. * Put together a recognition program for donors. * Thank everyone involved. I I RAISING MONEY 1. organizations have no needs. People do. Organizations have solutions. 2. Seek investment, not charity. No hand wringing pleas. 3. Position your organization relative to its competition. a. What does the organization do well --or what can it do well ---that matters to its prospects? b. How does that compare to what other organizations have to offer. 4. Listen to the donor community. Stop focusing on internal issues long enough to get outside the organization and ask people khat they think of it and what they want from it. 5. Listen to what each donor has to say and the donor will tell you what they want. 6. Make your case larger than the institution. What the project does has an impact beyond the institution. And has a positive impact. It's ineffective to try and convince prospects that the organization needs money to avoid deterioration or collapse. 7. The process of planning is more important than the plan itself. Plans provide involvement by many people and promote commitment. It is also reassuring to donors to know that you have given your project a great deal of thought. Not only do you need a plan for your project, but also a written fundraising plan. This reassures the donor that you can ultimately to raise the money. 8. Share your plans without asking for money. 9. If you seek average gifts, you will get below average results. 10. A few will do the most. Fundraisers. have a thing called "the rule of thirds." To wit: one-third of the goal is usually raised form each of these groups --the top ten, the next one hundred, and everybody else. This rule is applied with some flexibility. In some cases, the top donor may get you 20% of the way home, and the tdp ten may contribute 50- 60% of the total. 11. The early donor sets the pace. 12. Trustees have an opportunity, not an obligation. 13. Staff,giving lends credibility. 14. Make great investments possible. a. Subscription. b. Financial vehicles--e.g., appreciated securities, trusts, real estate, or insurance policies. c. Named commemorative opportunities. 15. The two cardinal rules of major gift solicitation. a. You'll never get what you ask for. b. If you're going to make a mistake, ask for too much rather than too little. It's very difficult to get a prospect to increase his gift, but it's very easy to get him to give you less than you asked for. J MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY JUNE 28, 1990 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: James Althaus Morris Seay Diana Kruzich Ken Wood Janet E. Sapp Absent: Cathi Koelling Dell Holmes Joan L. Sveinsson 1. Citizen's input. None. Place 3 (left 7:22: City business) Place 5 Alternate 1 Alternate 2 Reference Librarian (attending for Director Sveinsson) Place 1 Place 4 Library Director 2. Consideration of approval of minutes of the Board meeting held May 24, 1990. Alternate Wood moved to approve the minutes and Member Althaus seconded the motion. The vote was as follows: Ayes: All present. Noes: None. 3. Consideration of approval of minutes of the Board meeting held April 27, 1989. Tabled. 4. Chairman's report. None. 5. NTLS Lay Representative's report. Lay Representative Wood reported that NTLS is seeking volunteers to serve on committees for FY 1990-91. He is unable to serve any committees due to the meetings being scheduled during the day. Alternate Lay Representative Althaus reported that the NTLS workshops are now being videotaped and that the tapes are available for loan from the NTLS office. He also reported that the Texas Library Association Legislative Day is scheduled for Wednesday, 2-13-91, in Austin. He urged the members of the Board to attend. The Texas and White House Conferences were again discussed and members were encouraged to participate. 6. Discussion of amendments to the Circulation Policy. Staff recommended changing the loan period for the audiocassette players from one day to two weeks. The loan period on the Books on Tape is two weeks and several patrons have been interested in checking out the players to use for these tapes. Alternate Kruzich suggested that renewals on the players not be allowed. 6. Consideration of amendments to the Circulation Policy. Alternate Wood moved to amend Section II. C. 5. d. of the Circulation Policy by deleting "cassette players" from the list of items with a one day loan period and to amend Section II. C. 6. c. by adding "cassette players" to the list of items on which renewals are not allowed. Alternate Kruzich seconded the motion. The vote was as follows: Ayes: All present. Noes: None. 7. Discussion of the establishment of a library foundation. The idea of forming a committee of Board members and Friends members to further explore this topic was discussed. Concerns were expressed that the financial backing for a foundation may not be available in this community. It was decided to table this topic until more members of the Board are present. 8. Director's status report. Reference Librarian Janet Sapp reported that the Library had received notification from State Library re: new population figure assigned to this library: 33,321 (27,480 city; 5,841 county). The Library is required to have one item per capita: the shortage at the beginning of June was 539. Staff has shifted priorities in processing of materials: the stored duplicate copies are being given priority as they can be processed into the collection faster than new titles. It is anticipated that the required number will be reached and the amended annual report transmitted to the State Library before the July 31 deadline; the Library's accreditation will be maintained. Vice -Chairman Seay asked if there had been any reaction from City Council or City Hall re: the letter in the newspaper re: the 1 Page 3 library's hours. Only reactions have been from two patrons, both of whom expressed opinions that the writer had unrealistic expectations. Statistics provided in the May 1990 report included in the Board packets yielded the following information: Cardholders: 15,502 (up 15% from May 1989) Collection: 32,782 Circulation: 6,085 (up 16% from May 1989) Patron visits: 3,333 (down 14% from May 1989) Incoming calls: 539 (up 9% from May 1989) Revenue: 564.92 (down 6% from May 1989) Volunteers: 18 (down 36% from May 1989) Volunteer Hours: 296 (down 3% from May 1989) Operating hours: 191 (up 6% from May 1989) Alternate Wood moved to adjourn the meeting and Alternate Kruzich seconded the motion. The vote was as follows: Ayes: All present. Hoes: Hone. The meeting adjourned at 7:45 p.m. r !r�`� Morris Se Vice -Chairman et E. Sapp, A ing Secretary MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY JULY 26, 1990 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: Cathi Koelling Place 1 Diana Kruzich Place 2 James Althaus Place 3 (left 7:50: City business) Dell Holmes Place 4 (arrived 7:16) Morris Seay Place 5 Patricia Mooney Alternate 1 Ken Wood Alternate 2 Steve Withers Council Liaison Joan L. Sveinsson Library Director 1. Citizen's input. None. 2. Consideration of approval of minutes of the Board meeting held June 28, 1990. Member Kruzich moved to approve the minutes and Member Althaus seconded the motion. The vote was as follows: Ayes: All present. Noes: None. 3. Consideration of approval of minutes of the Board meeting held April 27, 1969. Tabled. 4. Chairman's report. Chairman Holmes reported that he has regretfully requested to not be reappointed to the Board and that this will be his last meeting. The requirements of his new job will not leave him enough free time to devote to this aspect of community service. The question was raised as to whether the Board needed to consider meeting twice each month. General consensus was that it was not necessary to implement such a change at this time. 5. NTLS Lay Representative's report. Lay Representative Wood noted that the daytime scheduling of NTLS meetings has made it difficult for him to participate. He suggested that the Board might want to consider appointing someone else to the position for the upcoming year. Appointment will be on the August agenda. Alternate Lay Representative Althaus reported he will be meeting with the Assistance Director of Fort Worth Public Library in August re: the search for a new coordinator for NTLS. He also reminded members of the Board that the Texas Library Association Legislative Day is scheduled for Wednesday, 2-13-91, in Austin. He urged the members of the Board to attend. 6. Discussion of amendments to the Circulation Policy. Tabled. 7. Consideration of amendments to the Circulation Policy. Tabled. 8. Discussion of the establishment of a library foundation. Members Koelling and Seay volunteered to serve on a joint committee (with representatives of the Friends) to further explore this topic. 9. Director's status report. Director Sveinsson reported that the required number of items was reached and the amended annual report transmitted to the State Library today; the Library's accreditation will be maintained. Director Sveinsson also reported that the coat rack and acoustical printer cabinet have been received, assembled, and put into service, and that the Halon system upgrade has been installed. Statistics provided in the June 1990 report included in the Board packets yielded the following information: Cardholders: 15,723 (up 14% from June 1989) Collection: 33,149 Circulation: 7,249 (down 21% from June 1989) Patron visits: 3,972 (down 25% from June 1989) Incoming calls: 492 (down 2% from June 1989) Revenue: 560.85 (down 19% from June 1989) Volunteers: 21 (down 1% from June 1989) Volunteer Hours: 218 (down 35% from June 1989) Operating hours: 181 (down 3% from June 1989) The question was raised as to why usage had dropped so dramatically this June as compared to June of 1989. Director Sveinsson pointed out that the cutbacks in summer programs for children and the lack of pre -summer publicity has greatly impacted 7-26-90 Page 3 use of the library. The reading incentive program was also cut back and given very little publicity. These out backs were due to the lack of staff hours available to plan, publicize, and carry out these programs. Also, the possibility of these cutbacks occurring was discussed and approved at the December 1989 meeting during the establishment of service priorities. Director Sveinsson reported that the Library has received a new NTLS benefit: a long-distance telephone credit card for calling NTLS, the State Library, the TLA office, or any public library in Texas. The Magic Show being provided by NTLS was held today, with positive response from the audience of 118. Council Liaison Withers asked about concerns re: the 1990-91 budget. Topics discussed included a. Staffing: The need to upgrade the Technical Services Librarian position to a full-time position was discussed. This position has been difficult to fill on a 19 -hour per week basis. It turned over three times in a 15 -month span. It has been proposed that the upgrade of this position, combined with the upgrade of one clerk position to full-time, the Library could open additional hours: until 9 p.m. on Wednesdays and until 5 p.m. on Saturdays. b. Bindery Services: additional funds are needed due to large number of items found needing rebinding during the barcoding project. These items are being stored until funds are available to rebind them, thus they are not available to the public. The additional funds (81000.00 in addition to the current 81000.00) are a one-time request. C. Library Supplies: increased funding in this area has been requested due to the fact that the entire collection is now converted for use with both the automated circulation system and the security system. This budget has always been extremely tight. Collection growth and maintenance directly impact this area, as the supplies needed to process new items and to repair damaged/worn items are charged to this account. Circulation also impacts this area as the date due tabs are also charged to this account. d. Capital requests and their priority were reviewed and discussed. The number 1 priority request is for additional workstations for the staff. Second priority requests are for acoustical panels for the work area and two additional book trucks. Priority rating 3 items are for public access catalog workstations, an electronic counter, a forms burster, a lettering/signage system, an overhead projector, and an opaque projector. Member Holmes moved to adjourn the meeting and Member Koelling seconded the motion. The note was as follows: Ayes: All present. Noes: None. The meeting adjourned at 8:17 p.m. n L. Sneiosson, Secretary � n L. Sneiosson, Secretary MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY AUGUST 23, 1990 A REGULAR SESSION of the Library Board of the City of The Colony Texas, was called to order by Vice -Chairman Seay at 7:04 p.m. Present: Cathi Koelling Place 1 Diana Kruzich Place 2 James Althaus Place 3 (left early: Sail Fair business) Patricia Mooney Place 4 Morris Seay Place 5 Ken Wood Alternate 2 Joan L. Sveinsson Library Director Alternate 1 position is vacant. 1. Citizen's input. None. 2. Election of Officers. Chair: Member Kruzich nominated Member Seay for Chair; the nomination was seconded by Alternate Wood. Member Koelling moved to close the nominations; the motion was seconded by Member Althaus. The vote was as follows: Ayes: All present. Noes: None. Vice -Chair: Member Koelling nominated Member Kruzich for Vice -Chair; the nomination was seconded by Member Althaus. Member Koelling moved to close the nominations; the motion was seconded by Member Mooney. The vote was as follows: Ayes: All present. Noes: None. The nominees were elected by acclamation. 3. Consideration of approval of minutes of the Board meeting held July 26, 1990. Member Kruzich moved to approve the minutes as corrected and Member Althaus seconded the motion. The vote was as follows: Ayes: All present. Noes: None. 4. Consideration of approval of minutes of the Board meeting held April 27, May 25, and June 22, 1989. Member Kruzich moved to approve the minutes as corrected and Member Althaus seconded the motion. The vote was as follows: Ayes: All present. Noes: None. 5. Appointment of Lay Representative to the North Texas Library System. Member Koelling moved to appoint Member Mooney as Lay Representative; Member Althaus seconded the motion. The vote was as follows: Ayes: All present. Noes: None. Member Kruzich moved to appoint Member Althaus as Alternate Lay Representative; Member Koelling seconded the motion. The vote was as follows: Ayes: All present. Noes: None. 6. Chairman's report. Chairman Seay encouraged the members to participate in the regional conferences in preparation for the Texas Conference on Library and Information Services. Chairman Seay reported that the Lewisville Independent School District has established an education foundation. Chairman Seay asked if the Friends had appointed a representative(s) to the Library Foundation committee. Director Sveinsson noted that she would ask them to do so at the September 6th meeting of the Friends Executive Board. 7. NTLS Lay Representative's report. The NTLS semi-annual system meeting will be held September 27th at the Lewisville Public Library. The meeting will be in the morning, with workshops in the afternoon. The NTLS office sent out information sheets re: literacy statistics for Texas. 8. Discussion of amendments to the Circulation Policy. Tabled. 8-23-90 PAGE 3 7. Consideration of amendments to the Circulation Policy. Tabled. 9. Director's status report: Director Sveinsson reported that the Library had received the gift of a puppet stage and a set of puppets: all constructed by a local Girl Scout troop. The troop also presented a puppet show in the Library meeting room. Director Sveinsson noted that a joint briefing session for all city boards would be held in the Council Chambers on Thursday, August 30th. The City Secretary will be mailing out information re: this briefing session. Director Sveinsson reported that an inquiry had been received from a patron re: the possibility of separating the adult and juvenile nonfiction collections. Director Sveinsson reviewed the benefits of the interfiled collection and emphasized that the staff strongly recommends keeping the collections interfiled. The members of the Board expressed support for the staff recommendation. Director Sveinsson reported re: the presentation to the Denton County Commissioners Court re: the library funding proposal. The Commissioners, while supportive of the concept of library funding, did appear to be holding firm on not increasing the funding beyond last year's budgeted (before roll -back) amount. They also seemed very negative re: including Coppell and Grapevine. A final decision has not yet been announced. Statistics provided in the July 1990 report included in the Board packets yielded the following information: Cardholders: 15,908 (up 14% from July 1989) Collection: 33,484 Circulation: 7,508 (down 14% from July 1989) Patron visits: 3,902 (down 26% from July 1989) Incoming calls: 435 (down 12% from July 1989) Revenue: $ 590.64 (up 14% from July 1989) Volunteers: 18 (down 2% from July 1989) Volunteer Hours: 208 (down 32% from July 1989) Operating hours: 172 (up 6% from July 1989) Alternate Wood moved to adjourn the meeting and Member Kruzich seconded the motion. The vote was as follows: Ayes: All present. Noes: Hone. The meeting adjourned at 8:12 p.m. Morris Se Chairman n an L. Sveinsson, Secretary i MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY SEPTEMBER 27, 1990 A REGULAR SESSION of the Library Board of the City of The Colony Texas, was called to order by Chairman Seay at 7:04 p.m. Present: Diana Kruzich Place 2 Patricia Mooney Place 4 Morris Seay Place 5 Ken Wood Alternate 2 Joan L. Sveinsson Library Director Absent: Cathi Koelling Place 1 James Althaus Place 3 (out of town: vacation) Alternate 1 position is vacant. 1. Citizen's input. None. 2. Consideration of approval of minutes of the Board meetings held July 27, 1989 and August 23, 1990. Member Kruzich moved to approve the minutes as corrected and Member Mooney seconded the motion. The vote was as follows: Ayes: All present. Noes: None. 3. Chairman's report. Chairman Seay reported that he had met with the shop instructor at the high school re: projects for the Library and that the instructor was willing to consider such projects. The Library or the Friends would need to handle the cost of materials. Projects that have been suggested include converting the old newspaper rack to a display case or to a drafting/light table. 4. NTLS Lay Representative's report. Lay Representative Mooney presented a report of the NTLS semi-annual system meeting and of the Lay Representative Orientation Workshop. She noted that the indirect cost rate that the System was paying to Fort Worth this year is 33%. She also encouraged members of the Board to plan to participate in the Texas Library Association Legislative Day on February 13, 1991, as well as in the North Texas Conference on Library and Information Services in Denton on October 13, 1990. 5. Discussion of amendments to the Circulation Policy. Tabled. I6' Consideration of amendments to the Circulation Policy. Tabled. 7. Director's status report: Director Sveinsson presented a report re: the FY 1990-91 budget: a. The Technical Services Librarian position and one of the Circulation Clerk positions will be upgraded to full-time, effective October 9, 1990. b. The operating hours will be expanded from 42 to 47 hours per week, effective the week of November 5th. The new schedule will be: Tuesday, Wednesday, Thursday 10 a.m. - 9 P.M. Friday & Saturday 10 a.m. - 5 p.m. Sunday & Monday closed c. All computer requests were pulled from the budget. The Council will be studying the possibility of networking the departments' systems. d. There is still a possibility that the Library will be able to rent a photocopier. Director Sveinsson reported that, due to the infestation of crickets, ants, and large spiders, the facility has received treatment by an exterminator. Director Sveinsson also reported re: the NTLS workshop on Overdues Management and Patron Confidentiality. The workshop covered use of a collection agency, use of the municipal court, informal approaches, and the public relations impact. The legalities involved in patron confidentiality were also discussed. The workshop was videotaped; Director Sveinsson will book the tape for the Board to view at a future session. The Library has received a TV/VCR unit from the North Texas Library System. Statistics provided in the August 1990 report included in the Board packets yielded the following information: Cardholders: 16,089 (up 14% from August 1989) Collection: 34,069 Circulation: 6,704 (down 11% from August 1989) Patron visits: 3,734 (down 16% from August 1989) Incoming calls: 437 (up 5% from August 1989) Revenue: $ 506.27 (up 4;< from August 1989) Volunteers: 17 (down 23% from August 1989) Volunteer Hours: 211 (down 45% from August 1989) Operating hours: 193 (up 25% from August 1989) The Board viewed a video provided by Member Mooney re: the "Electric Library". Alternate Wood moved to adjourn the meeting and Member Kruzich seconded the motion. The vote was as follows: Ayes: All present. Noes: None. The meeting adjourned at 8c30 p.m. � joan L. Sveinsson, Secretary 914771e;v 644L ... . . ...... . . ..... Morris Se- Chairman s C-27 MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY OCTOBER 25, 1990 A REGULAR SESSION of the Library Board of the City of The Colony Texas, was called to order by Chairman Seay at 7:02 p.m. Present: Cathi Koelling Place 1 Diana Kruzich Place 2 James Althaus Place 3 Patricia Mooney Place 4 Morris Seay Place 5 Earl Oldham Alternate 1 Ken Wood Alternate 2 Joan L. Sveinsson Library Director Chairman Seay introduced Earl Oldham, who has been appointed in the Alternate 1 position. 1. Citizen's input. None. 2. Consideration of approval of minutes of the Board meetings held September 27, 1990. Member Kruzich moved to approve the minutes as corrected and Member Althaus seconded the motion. The vote was as follows: Ayes: All present. Noes: None. 3. Chairman's report. Chairman Seay reported that he had talked with Friends President Steve Hines re: a memorial for Betty Wieme. The members of the Board agreed that a plaque honoring her years of service would be appropriate. Chairman Seay will coordinate with the Friends. The schedule for the November and December meetings was discussed. Due to the conflict with Thanksgiving, the November meeting will be held on November 29th. The December meeting will be held on December 20th. 4. NTLS Lay Representative's report. Lay Representative Mooney presented a report re: the North Texas Conference on Library and Information Services. Resolutions were developed and approved to be sent to the State Conference on Library and Information Services. Delegates to the State Conference were elected. Alternate Lay Representative Althaus encouraged members of the Board to join the Texas Library Association. Director Sveinsson can provide additional membership forms to any interested Board member. 5. Discussion of amendments to the Circulation Policy. The Board reviewed the changes made over the past year and made several grammatical corrections. In addition, allowing renewals on the audiocassette players was discussed, as was the placement of audiocassette players on the Schedule of Fines and Charges. G. Consideration of amendments to the Circulation Policy. Member Mooney moved to amend the policy to allow renewal of audiocassette players and to place the audiocassette players in the same category of charges as the cameras ($1 fine/day; $15.00 maximum fine; $30.00 lost/ruined). Member Althaus seconded the motion. The vote was as follows: Ayes: All present. Noes: None. Member Althaus moved to approve the revised policy as amended. Member Kruzich seconded the motion. The vote was as follows: Ayes: All present. Noes: None. The revised policy is attached to and should be considered a part of these minutes. 7. Director's status report: Director Sveinsson reported that the new workroom shelving has been delivered and installed. The workroom has been rearranged. The new arrangement, in combination with the new shelving, has improved organization, work flow, and concentration. New operating hours will begin the week of November 5, 1990. The staff upgrades went into effect 10/9/90. A copy of the 90-91 department budget will be included in the next packet. The Library has received the donation of a framed art print. The donors were hoping that the donation would spark further donations of framed art, in the hope that eventually a circulating collection could be developed. A puppet show is planned for Saturday, Oct. 27. The teen puppet ministry group from the Catholic Church is presenting the show using the Library's new puppet stage. The Census microfilm has been received. The Library now has the census schedules on film for 1850 through 1900. Counties included are Denton, Collin, Cooke, Dallas, Grayson, Tarrant, and Wise. l0 -25-9O Page 3 Statistics provided in the September 1990 report included in the Board packets yielded the following information: Cardholders: 16,230 (up 14% from September 1989) Collection: 34,437 (down 15% from FY 1988-89) Circulation: 5,164 (down 9% from September 1989) Patron visits: 3,014 (down 17% from September 1989) Incoming calls: 430 (down 11% from September 1989) Revenue: $ 471.67 (up 2% from September 1989) Volunteers: 16 (down 11% from September 1989) Volunteer Hours: 190 (down 40% from September 1989) Operating hours: 168 (down 4% from September 1989) Also included in the packets was a table comparing statistics from FY 1989-90 with FY 1988-89: FY 1989-90 Circulation: 69,448 (down 7% from FY 1988-89) Patron visits: 42,096 (down 15% from FY 1988-89) Incoming calls: 5,452 (down 4% from FY 1988-89) Revenue: $ 5,535.85 (down 7% from FY 1988-89) Volunteers: 17 (down 29% from FY 1988-89) (avg. #/mo.)* Volunteer Hours: 2,892 (down 27% from FY 1988-89) Operating hours: 2,034 (down 2% from FY 1988-89) * includes only circulation desk and storytime volunteers; does not include volunteers brought in to work special projects. The statistics show the impact of cutbacks in public relations and programming activities in FY 1989-90. Alternate Wood noted that members of the Board need to express their appreciation to the City Council re: the staff upgrades approved in the FY 1990-91 budget. Member Althaus moved to adjourn the meeting and Member Koelling seconded the motion. The vote was as follows: Ayes: All present. Noes: None. The meeting adjourned at 8:50 p.m. oan L. Sveinsson, Secretary I - ffor Sea Chairman THE COLONY PUBLIC LIBRARY CIRCULATION POLICY Adopted by The Colony Public Library Board 3/87 Revised by The Colony Public Library Board 4/88; 10/90 I. ELIGIBILITY FOR THE COLONY PUBLIC LIBRARY CARD The first library card is issued without charge to applicants who meet the following residential, identification, and age requirements. A. Residential Requirements: 1. Adult: Any resident whose home address is located in The Colony and/or Denton County or who pays property taxes to the City of The Colony and/or Denton County. 2. Children: Any child who meets the age requirements below and whose guardian meets the adult residential requirements above. B. Identification Requirements: 1. Adult: a. At the time of application, the individual applying for the borrower's card must present identification and proof of residency or property owned. b. Acceptable forms of I.D. are a valid driver's license or an identification card issued by a driver's license agency. c. Proof of residency may be any official document with the name and current street address of the applicant, including a personalized check, a utility bill or receipt, a piece of mail received through the post office, or a tax receipt for that year showing property owned. 2. Children: Children under the age of 17 and minors without identification must have a parent or guardian sign the application and present identification and proof of residency or property owned. C. Age Requirements.- Applicants equirements:Applicants for a borrower's card must be at least 5 years old and able to sign (print or cursive) their first and last names. D. Non -Resident Cards: 1. Any person riot meeting the above residential requirements may be issued one library card upon payment of a nonrefundable annual fee. 2. All other requirements must also be met relating to identification and age. 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 application card by the Department Head. 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 is it 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. II. USE OF THE COLONY PUBLIC LIBRARY BORROWER'S CARD A Validity: 1. The Colony Public Library borrower's card expires one year from the date of issuance. To revalidate the card, the patron must update the Library's files with any change of address or telephone number. 2. A borrower's card will become invalid if the card holder reports it lost or stolen, or if the card holder becomes delinquent with the Library in regard to overdue materials or outstanding fines. 3. A delinquent borrower may reinstate the validity of the card by returning the overdue materials and paying all outstanding fines. B. Responsibility: 1. The adult whose signature appears or, the library card application is responsible for all materials checked out on that card and for all fines and damage charges levied against the card. 2. It is the responsibility of the card holder to notify the Library immediately when the card has been lost or stolen. Any use made of the card before such notification is received will be the responsibility of the adult whose signature appears on the library card application. C. Borrowing• 1. New cards: a. Only two items may be checked out on the day of application. b. Some materials are restricted on the day of application only: Videocassettes, videocassette players, 16mm projectors, slide projectors, cassette players, record players, and 16mm films. Exception: Video History Project tapes. 2. Age limitations: Borrowing of some materials is limited to card holders who are 18 years of age or older: Videocassettes, videocassette players, 16mm projectors, slide projectors, cassette players, record players, and 16mm films. A parent may enable a juvenile to check out videocassettes by signing the juvenile patron's Materials and Equipment Agreement. Exception: Video History Project tapes. 3. Check out procedures: a. A patron must always present a valid borrower's card to check out library materials. b. The card holder roust have a clear record in order to borrow materials. c. A patron must have signed the Materials and Equipment Agreement to check out: videocassettes, videocassette players, 16mm projectors, slide projectors, cassette players, record players, and 16mm films. Exception: Video History Project tapes. d. Borrowing of some equipment is limited to card holders who have either successfully demonstrated proficiency in the operation of the equipment to Library staff and/or completed instruction (provided periodically by the Library) in the operation of the equipment: 16mm projectors and slide projectors. 4. Restrictions: a. No more than two (2) videocassettes per family may be checked out during one loan period. Exception: Video History Project tapes. b. No more than one (1) videocassette player, 16mm projector, slide projector, cassette player, or record player per family may be checked out during one loan period. c. Puzzles are available to be checked out for out -of -library use only. 5. Loan periods: a. Videocassettes and videocassette players: three (3) days, including the day of checkout. Exception: Video History Project tapes: Two (2) weeks. b. Interlibrary loan materials: loan period set by loaning library. c. 16rnm films and spot-bookable videocassettes: loan period set by the North Texas Library System film reservation staff. d. 16mm projectors, slide projectors, and record players: one (1) day (due by closing of the Library on the next open day following checkout). e. All other circulating materials: Two (2) weeks. 6. Renewals: a. Interlibrary loan materials: 1) Authorization for renewal must be sought from the loaning library: as this process may take several days, patrons are urged to notify library staff as soon as possible (by phone if necessary) if a renewal is to be requested. 2) The renewal period is set by the loaning library. b. 16mm films: 1) 16mm films are reserved for a set period of time. Generally, extensions cannot be granted due to the reservation schedule. 2) Authority for granting an extension rests with the North Texas Library System film reservation staff. c. Videocassette players: No renewals allowed. d. All other circulating materials: 1) All renewals must be made in person, with the material in hand. No phone renewals. 2) Renewal period is the same as the loan period for the item. 3) Limit of one renewal per item. Patron roust return the item at the end of the renewal period, but may check it out again no sooner than the opening of the Library on the second open day following the day the item was returned. 4) No renewal will be allowed on an item that has a waiting list (reserves pending). 7. Returns: a. Books: 1) Book drop: a) Only books may be returned in the book drop. b) The book drop is to be used only during the hours the Library is closed. c) The book drop is provided as a courtesy to patrons. Staff will take reasonable steps to clear the book drop on a regular basis. A full book drop does riot relieve the patron of the responsibility for returning a book on time or for paying overdue fines. 2) During the Library's normal operating hours, books should be returned to the check out desk. b. All other circulating items must be returned to the check out desk during the Library's normal operating hours. 8. Reserves: a. Videocassettes: Reserved videocassettes will not be held beyond three (3) days past the day of notification. Exception: Video History Project tapes. b. Videocassette players: No reserves will be taken on videocassette players. c. 16mm projectors, slide projectors, cassette players, and record players may be "booked" in advance. d. All other circulating items: Reserved items will not be held beyond one week past the day of notification. III. PENALTIES AND CHARGES: A. Schedule of fines and charges: The schedule of fines and charges is in Appendix A of this document. This schedule will be reviewed annually by the Boa and revisions made as the Board and/or the City Council deems necessary, without considering such alterations as amendme to the policies contained herein. B. Refunds: 1. If a patron returns any lost items he has paid for and produces a receipt showing payment within one year of the receipt date, he will be fully reimbursed for charges paid, less any overdue fine owing on the items. 2. No other charges are refundable. C. Establishment of damage penalties: The authority to establish the damage penalty rests with the library staff, under the direction of the Library Director with the following exceptions: a. Interlibrary Loan materials: the authority to establish the damage penalty rests with the loaning library. b. Items borrowed from the North Texas Library System (videocassettes, videocassette players, 16rmn,films, 16mm projectors): the authority to establish the damage penalty rests with the North Texas Library System staff. D. Authority to determine repairability: The authority to determine repairability rests with the library staff, under the direction of the Library Director with the following exceptions: 1. Interlibrary Loan materials: the authority to determine repairability rests with the loaning library. 2. Items borrowed from the North Texas Library System (videocassettes, videocassette players, 16mm films, 16mm projectors). the authority to determine repairability rests with the North Texas Library System staff. E. SPECIAL CHARGES: 1. Interlibrary Loan: The patron must bear any additional charges involved in filling a request for Interlibrary Loan materials. These charges include: postage for return of materials to the lending library and any photocopies, if requested or required. Payment of charges must be made before the Interlibrary Loan material is released to the patron. The patron who requests the material is liable for these charges regardless of whether the patron takes the materials from the Library. 2. 16mm Films and Spot-bookable Videocassettes: The patron must bear any additional charges involved in filling a request for 16mm films through the North Texas Library System. These charges include: postage for return of the film(s) to the System office and costs incurred in reserving the film(s). Payment of charges must be made before the films are released to the patron. The patron who requests the films is liable for these charges regardless of whether the patron takes the films from the Library. F. Appeal of Penalties (Fines) or Charges: If any patron accrues fines in excess of $50, the patron has the right to appeal to the City Manager if he feels the fines have been unfairly assessed. ITEM BOOK PAPERBACK/MAGAZINE/ VERTICAL FILE CHILDREN'S KIT RECORD AUDIO CASSETTE COMPACT DISC PUZZLE 16MM FILM VIDEOCASSETTE VIDEO HISTORY TAPES CAMERA/CASS. PLAYER AV EQUIPMENT INTERLIBRARY LOAN APPENDIX A SCHEDULE OF FINES AND CHARGES APPROVED BY THE COLONY CITY COUNCIL 5/90 FINE/DAY MAXIMUM FINE LOST/RUINED PROCESSING FEE TABLE 1 Postage to return Actual cost INTERLIBRARY LOAN: (lost/ruined) Postage to return Actual cost 0.15 5.00 SEE TABLE 1 2.00 E 12.00 0.15 3.00 3.50 1.50 J FIC 12.00 YA FIC 12.00 0.15 3.00 5.00 2.00 ADULT FICTION 17.00 0.15 5.00 9.00/record 2.00 LP FICTION 17.00 0.15 5.00 9.00/cass. 2.00 NONFICTION 0.15 5.00 15.00/disc 2.00 HARDBOUND 20.00 0.15 3.00 7.00 2.00 PAPERBOUND 10.00 2.00 40.00 Actual cost 2.00 1.00 15.00 30.00 2.00 0.15 5.00 8.00 2.00 1.00 15.00 30.00 2.00 10.00 300.00 Actual cost 2.00 0.25 10.00 Assigned by owning agency REPLACEMENT LIBRARY CARD (not refundable): NONRESIDENT LIBRARY CARD (annual fee): PARTIAL LOSS (piece missing): LOSS OR DAMAGE TO PROCESSING ITEMS: REPAIRABLE DAMAGE 1611No films Interlibrary Loan items AV Equipment & NTLS items Other items 2.00 5.00 X of lost/ruined fee Current catalog price MINIMUM 5.00 0.25 0.25 0. RETURN OF NON -BOOK ITEMS IN AFTER-HOURS DROP: 1ST OFFENSE Children's kit per item: 1.00 fine, plus All other items per item: 10.00 warning BOOKING 16MM FILMS OR VIDEOS: Booking by mail 0.30 Booking by phone 0.75 Postage to return Actual cost INTERLIBRARY LOAN: Postage to return Actual cost Photocopies Charged by owning agency MAXIMUM Assigned by owning agency Assigned by owning agency Repair cost, plus shipping and handling charges 3/4 lost/ruined charge 2ND OFFENSE fine, plus revocation of AV privileges MINUTES OF THE LIBRARY BOARD OF THE CITY OF THE COLONY NOVEMBER 29, 1990 A REGULAR SESSION of the Library Board of the City of The Colony Texas, was called to order by Chairman Seay at 7:06 p.m. Present Diana Kruzich James Althaus Patricia Mooney Morris Seay Steve Withers Joan L. Sveinsson Absent: Cathi Kcelling Earl Oldham Ken Wood 1. Citizen's input. None. Place 2 Place 3 Place 4 Place 5 Council Liaison Library Director Place 1 Alternate 1 Alternate 2 2. Consideration of approval of minutes of the Board meetings held October 25, 1990. Member Althaus moved to approve the minutes and Member Kruzich seconded the motion. The vote was as follows: Ayes: All present. Noes: None. 3. Chairman's report. Chairman Seay reported that he had talked with Friends President Steve Hines re: a memorial for Betty Wieme. This topic will be discussed at the next meeting of the Friends Executive Board. Chairman Seay will also be meeting with Steve Hines re: the Library Foundation. 4. NTLS Lay Representative's report. The NTLS Collection Development Committee is considering a proposal to tie collection development funds to meeting attendance; this topic will be discussed at the 12/3/90 Advisory Council meeting. Concern was expressed re: establishing such a requirement, given that there are only two system meetings per year. Lay Representative Mooney also reported that the System is seeking entries for the TLA and ALA publicity contests. Alternate Lay Representative Althaus reported re: the State Advisory Council Conference in Austin. He noted that major topics concerned reciprocal borrowing, a statewide library card, and use of fax machines. Alternate Lay Representative Althaus encouraged members of the Board to attend the Texas Library Association Legislative Day in Austin on February 13, 1991. Registration forms for the Legislative Day were distributed to the members of the Board. Members unable to attend were encouraged to write to Senator Chris Harris and Representative Ben Campbell re: the need to maintain adequate state funding for libraries; the concern is that state funding would be cut to the extent that the federal funding would be lost. 5. Director's status report: Director Sveinsson reported that the Library had received a letter from the Colony -Frisco Preschool PTA offering to purchase up to $100.00 in children's books as their donation to the Library's collection. Director Sveinsson reported re: the 11/17/90 retreat for City Council and Department Heads. Many of the Department Heads expressed interest in having the Council tour their departments; Councilman Lynch has since visited the Library for a tour. An Eagle Scout project resulted in the Library receiving a donation of four audiocassette players. The Library staff had a in-service training day on 11/26/90; this day was very productive. Director Sveinsson hopes to have at least one such training day per year. Statistics provided in the October 1990 report included in the Board packets yielded the following information: Cardholders: 16,362 (up 14% from October 1989) Collection: 34,447 Circulation: 6,099 (up 18% from October 1989) Patron visits: 3,369 (down 3% from October 1989) Incoming calls: 413 (up 5% from October 1989) Revenue: $ 573.73 (up 49% from October 1989) Volunteers: 16 (up 0% from October 1989) Volunteer Hours: 218 (down 19% from October 1989) Operating hours: 186 (up 10% from October 1989) ** The meeting recessed at 7:55 p.m. to allow members of the Board to tour the recently rearranged workroom. The meeting reconvened at 8:12 p.m. The Board viewed and discussed a video presentation entitled Intellectual FrtgdoM l-raini1Ljq. In upcoming meetings, the Board will be reviewing the Library's Selection Policy for any necessary revisions. The question was brought up re: the result of a recent court case re: meeting room policies. Director Sveinsson will seek information re: this case and any impact it may have on the Library's policy. Member Althaus moved to adjourn the meeting and Member Mooney seconded the motion. The vote was as follows: Ayes: All present. Noes: None. The meeting adjourned at 9:10 p.m. � orris Seay, Ch, -�`rmarl oan L. Sveinsson, Secretary