HomeMy WebLinkAbout1993 Library BoardMINUTES OF THE LIBRARY BOARD
OF THE
CITY OF THE COLONY
JANUARY 28, 1993
A REGULAR SESSION of the Library Board of the City of The Colony
Texas, was called to order- by Chair Kruzich at 7:04 p.m.
Present:
Ken Wood
Place
1
Diana Kruzich
Place
2
James Althaus
Place
3
Jay Dalbo
Place
4
Morris Seay
Place
5
Dorian Barton
Alternate 1
Joan L. Sveinsson
Library Director
Note: Alternate 2
position
is vacant.
1. Citizen's input.
None.
(left @ 8:44 p.m.)
(arrived @ 7:08 p.m.)
(left @ 8:05 p.m.)
2. Consideration of approval of minutes of the Board meeting
held December 17, 1992.
Member Seay noted a correction needed in the report of the
nonprofit designation for the Library Foundation and moved to
approve the minutes as corrected. The motion was seconded by
Member Dalbo. The vote was as follows:
Ayes: All present.
Noes: None.
3. Chairman's report.
Chairman Kruzich presented a brief report re: the City Boards
and Commission banquet. She also thanked the members of the Board
for their support and participation during her term as Chair.
4. Election of Chair.
Member Seay nominated Member Wood as Chair. The nomination
was seconded by Member Kruzich. Member Althaus moved to close the
nominations. The motion was seconded by Member Seay. Member
Althaus called the question and the vote for Member Wood as Chair
was as follows:
Ayes: All present.
Noes: None.
5. Election of Vice -Chair.
Member Wood nominated Member Dalbo as Vice -Chair. The
nomination was seconded by Member Seay. Member Althaus moved to
close the nominations. The motion was seconded by Member Seay.
Member Althaus called the question and the vote for Member Dalbo
as Vice -Chair was as follows:
Ayes: All present.
Noes: None.
6. Library Foundation Committee chair report.
Member Seay reported that The Colony Library Foundation
Board's January meeting was cancelled, but that the Board would be
meeting soon to finish the By -Laws. The 501(c)(3) paperwork is
ready. The Friends of The Colony Public Library will be paying
for the expenses involved with the Federal paperwork.
Member Seay encouraged all Library Board members to become
members of the Foundation; checks should be payable to the Friends
of The Colony Public Library, with a notation reading: Library
Foundation and specifying "operating funds" or "endowment fund".
Member Seay responded to questions re: the various contribution
levels.
7. NTLS Lay Representative's report.
Lisa deGruyter of the Texas State Library is trying to
consolidate all state information databases (joblimse, etc.) to
cut state expenses for 800 numbers.
B. New Technologies committee report.
Member Althaus reported that the video re: the freenet in
Peoria viewed at last month's meeting will be sent to Rep. Ben
Campbell and Senator Jane Nelson. Member Althaus also presented
information re: the costs to set up for access to various
networks. Lowest cost would run approximately $BO0.00 per year
(phone lime cost, plus $ 39.00 subscription fee). Telenet is
closing out service to public libraries, but a letter from the
local school district can gain access for a public library.
If a library wished to use state system collection
development funding for network access, the impact on the system-
wide targets could not be more than a 5% change.
Members of the Board discussed the pros and cons of providing
network access to patrons at this point in time. It was noted
that the current staffing level makes it difficult to take on a
such a project due to the amount of staff time that would be
needed to assist patrons using the network. It was suggested that
implementing a user-friendly CD-ROM product first might pave the
way for future network use.
9. Director's status report:
a. Technical Services Librarian Pamela Allen has been hired
and began work today.
b. Practicum Student Jolie Steiner will be working in
Reference for 5 hours on Tuesdays for twelve weeks.
C. 21 applications were received for the Page position.
d. Director Sveinsson, Reference Librarian Sapp, and Member
AIthaus toured the Family History Center located on the second
floor of The Church of Jesus Christ of Latter Day Saints (6800
Anderson Drive, The Colony). The purpose of the center is to
assist individuals with research of their ancestors. The tour
provided information re: the resources available which will be
helpful to the Library staff in assisting genealogy patrons.
e' Texas Library Association Legislative Day is scheduled
for Wednesday, February 17, 1993. Member Althaus will attend.
f. Texas Library Association Annual Conference is March 8-
12, 1993 (Preconferences on March 8) in San Antonio.
g. New racks for IRS forms distribution, purchased by the
Friends, have been received, assembled, and installed.
h. City Council voted to reinstate the pay plan for the
1992-93 fiscal year; eligible employees can receive a 3% merit
increase this year. Raises had been frozen; staff vacancies since
the beginning of the budget year have created enough savings to
cover- the cost of the raises. Hopefully the raises will be
incentive to employees to stay, despite noncompetitive salaries.
i. The final draft of the Ralph Andersen & Associates
Organization and Management Study was discussed. Concern was
expressed over errors in the statistics, the misleading impression
given re: stating the number of volunteers without representing
their contribution in terms of full-time equivalent hours, and re:
the designation of the Library Department as a "leisure service".
Member Althaus noted the compliment on page 104: "Both the Library
and the Parks & Recreation Department appear to be performing well
and delivering quality services on very limited budgets. The
Library Director and Parks & Recreation Director have both been
creative in using volunteer resources and external private and
public funding sources and other resources to augment their
programs and services."
Statistics provided in the December 1992 report included in the
Board packets yielded the following information:
Cardholders: 14,740 (down 21% from December 1991)
Collection: 41,336 (up 3% from December 1991)
Circulation: 5,912 (up 19% from December 1991)
Patron visits: 5,586 (up 24% from December 1991)
Incoming calls: 532 (up 38% from December 1991)
Revenue: $ 642.42 (up 24% from December 1991)
Volunteers: 21 (up 24% from December 1991)
Volunteer Hours: 205 (up 21% from December 1991)
YA Volunteers: 8
YA Vol. Hours: 37
Operating Hours: 177 (up 2% from December 1991)
Employees: 5.950 (down 7% from December 1991)
Employee Hours: 880 (down 3% from December 1991)
Member Seay moved to adjourn the meeting and Alternate Barton
seconded the motion. The vote was as follows:
Ayes: All present.
Noes: None.
The meeting adjourned at 9:31 p.m.
Ken Wood, Chair
oan L. YSveinsson, Secretary
MINUTES OF THE LIBRARY BOARD
OF THE
CITY OF THE COLONY
FEBRUARY 23, 1993
A REGULAR SESSION of the Library Board of the City of The Colony
Texas, was called to order by Chair Wood at 7:03 p.m.
Present:
Ken Wood Place 1
Diana Kruzich Place 2
James Althaus Place 3 (arrived @ 7:04 p.m.)
Jay Dalbo Place 4
(arrived @ 7:07 p.m.)
Morris Seay Place 5
Dorian Barton Alternate 1
Mike Lynch Council Liaison
Joan L. Sveinsson Library Director
Jolie Steiner Practicum Student
Note: Alternate 2 position is vacant.
1. Citizen's input.
None.
2. Consideration of approval of minutes of the Board meeting
held January 28, 1993.
Member Seay moved to approve the minutes. The motion was
seconded by Member Kruzich. The vote was as follows:
Ayes: All present.
Noes: None.
3. Chairman's report.
None.
4. Report from Texas Library Association Legislative Day.
Member Althaus reported that this Legislative Day was the
best one he has attended. He gave a brief description of how the
event is organized. He distributed copies of "Citizen Handbook:
How the Texas Legislatures Works". He reviewed the response to
several of the items on the TLA Legislative Program. Protection
of the confidentiality of patron records was positively received;
Senate Bill 360 will be introduced by Senator Armbruster and the
House bill will be introduced by Rep. Sue Schechter. Exemption
for the Uniform State Service Regions (USSR) has become a dead
issue; the USSR will not be implemented. On the topic of the
Texas State Library and Archives Commission Budget Request for the
1994-95 biennium, most legislators are supportive of a funding
level that will meet the requirements to receive federal library
funding. The concept of multi -type library systems has not yet
resulted in a bill. The statewide networking proposal costs
money, although it will save money in the long run; therefore, it
was hard to sell. Some of the legislative programs will be
riders, not separate bills. Generally, the response from the
legislators was positive. For further information, Board members
were urged to contact Member AIthaus.
5. Library Foundation Committee chair report.
Member Seay reported that The Colony Library Foundation
Board had an informal meeting (no quorum) the previous night. The
kick-off event has been rescheduled to late April. The Foundation
has received $200.00 in donations. The By -Laws need to be
finished. At least one more member will be added to the Board.
If Library Board members know of anyone interested in serving,
please contact Member Seay.
6. NTLB Lay Representative's report.
Member Althaus reported that the NTRLS Transition Committee
received a report from the Governance Committee, which included
the By -Laws revisions, the Standing Rules revisions, and the
proposed division of NTRLS into regions for the composition of the
Nominating Committee. Mark Smith of the Texas State Library was
in attendance. Some strong concerns were expressed re: the
proposed regions, as the proposal called for Fort Worth to
comprise two of the regions and Arlington as one region. The
proposal has been sent back to the Governance Committee for
further review. The Governance Committee will report back to the
Transition Committee; the information will be presented to the
membership at the April System meeting. Member Althaus has copies
of the By -Laws and Standing Rules if Board members wish to review
them.
7. New Technologies committee report.
Director Sveinsson had supplied the members of the Board
with copies of an article ^NREN for ALL: Insurmountable
Opportunity" (Library Journal, 2-1-93, p. 38-41). This article
discusses the impact of then -Senator Al Gore's National Research
and Education Network bill, which was signed into law December
1992. The article discusses the current and potential uses of the
Internet and the related implications for public libraries. A
bibliography included with the article lists several titles re:
NREN and the Internet; the Library owns a copy of The Whole
Internet `User's �Guide &Catalog. Director 8veinsson has personal
copies of some of the other titles. It was noted that some
databases available on the Internet do involve charges to the
user.
Members of the Board again noted the pros and cons of
providing network access to patrons at this point in time.
The current staffing level makes it difficult to take on a such a
project due to the amount of staff time that would be needed to
assist patrons using the network. Emphasis will be placed on the
implementation of a user-friendly CD-ROM product first to pave the
way for future network use.
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8. Review of draft final reports from the Texas State Library
Planning for Statewide Library Development Task Forces.
There will be a hearing re: these reports at the Texas
Library Association Conference; Director Sveinsson will attend.
After a brief review of some concerns with the Task Force reports,
Director Sveinsson asked that Board members get their concerns to
her by March 8 and/or send them to the appropriate Task Force
chair by March 19.
9. Director's status report:
a. Director Sveinsson was asked if the staff has noticed any
impact from the closing of the TU Electric facility. As that
facility was used as a meeting place for many local organizations,
it is expected that meeting room space will be in demand. No
impact had been yet noted.
b. The Library Volunteer Recognition Ceremony will be held
Sunday, February 28, 3 p.m., in the Council Chambers.
C. Hopefully, the new Page will be hired by next Tuesday.
d. Director Sveinsson has been meeting with representatives
of other City departments that are purchasing computer equipment
this year. This group has found that the State Cooperative
Purchasing Program has very attractive prices on the contracts for
computer equipment. Members of this group are helping to expand
each other's knowledge about hardware and software.
e. Staff in-service day is scheduled for March 5.
f. Friends Used Book Sale will be held March 6.
g. The Friends are purchasing magnets listing the Library's
address, phone, and hours. These magnets will be given away as
part of the Friends's efforts to increase the Library's
visibility.
Statistics provided
in the January 1993
report included in the
Board packets yielded
the following
information:
Cardholders:
14,925
(down
1%
from
January
1992)
Collection:
41,408
(up
3%
from
January
1992)
Circulation:
7,586
(down
4%
from
January
1992)
Patron visits:
7,104
(up
0%
from
January
1992)
Incoming calls:
639
(down
2%
from
January
1992)
Revenue:
$ 697.25
(down
10%
from
January
1992)
Volunteers;
19
(up
12%
from
January
1992)
Volunteer Hours:
220
(up
3%
from
January
1992)
YA Volunteers:
10
YA Vol. Hours:
47
Operating Hours:
183
(down
11%
from
January
1992)
Employees:
5.475
(down
26%
from
January
1992)
Employee Hours:
869
(down
31%
from
January
1992)
Member Seay moved to adjourn the meeting and Member Dalbo seconded
the motion. The vote was as follows:
Ayes: All present.
Noes: None.
The meeting adjourned at 8:22 p.m.
Kon Wood, Chair
oan L. Sveinsson, Secretary
MINUTES OF THE LIBRARY BOARD
OF THE
CITY OF THE COLONY
APRIL 22, 1993
A REGULAR SESSION of the Library Board of the City of The Colony
Texas, was called to order by Chair Wood at 7:13 p.m.
Present:
Ken Wood
Diana Kruzich
James Althaus
Morris Seay
Dorian Barton
Joan L. Sveinsson
Absent:
Jay Dalbo
Note: Alternate 2
1. Citizen's input.
None.
Place 1
Place 2
Place 3
Place 5 (left 8:51 p.m.)
Alternate 1 (arrived 7:33 p.m.)
Library Director
Place 4
position is vacant.
2. Consideration of approval of minutes of the Board meeting
held February 25, 1993.
Member Althaus moved to approve the minutes. The motion was
seconded by Member Kruzich. The vote was as follows:
Ayes: All present.
Noes: None.
Note: There were no minutes for the month of March 1993 as
the meeting was cancelled due to lack of a quorum.
3. Chairman's report.
Chairman Wood reported re: responses from candidates for City
Council to questions re: library funding.
Chairman Wood shared copies of articles re: NREN downloaded
from Internet and re: on-line database searching.
4. Library Foundation Committee chair report.
Member Seay reported that he was pleased with the kick-off
banquet; he has received compliments from Councilmen Sharp and
Bogan. He reported that these two Councilmen also commented on
the need for more staff and service hours at the Library.
The Foundation opened a savings account with $1,000.00. The
Foundation Board will now concentrate on developing on-going
fundraising projects. Members will be talking with local civic
organizations about the Foundation.
A billing system will be set up to handle those donors who
made pledges and wished to be billed.
Procedures will be developed for donors who wish to consider
the Library Foundation in their estate planning.
5. NTLS Lay Representative's report.
Member Althaus reported re: the
April NTLS System meeting:
a) NTLS is seeking nominees for
Council. The election will be at the
b) A brief report on the status
legislative program was given.
information presented at the
service on the Advisory
September System meeting.
of items on the TLA
c) Brief information re: Group Access Capability (GAC) for
OCLC interlibrary loans was presented; Rebecca Linton of the Texas
State Library was in attendance to respond to questions re: this
proposed program. Director Sveinsson and Lay Representative
Mooney talked with Ms. Linton at lunch. Although initial plans
had been to form the GAC from larger libraries, smaller libraries
may be able to reap valuable benefits from joining the GAC.
d) NTLS staff gave positive reports re: the consultants
assisting various member libraries as a system service.
Member Althaus also reported re: the meeting of the NTRLS
Transition Committee. There has been some debate re: the
composition of the districts from which the NTRLS Board of
Directors will be elected.
Research is being conducted re: alternative and supplemental
funding structures for public libraries. Possible legislation for
1995 may include a taxing district comprised of a group of common
libraries -- not necessarily using political boundaries. An
elected board would be in charge of collection and distribution of
funds to member libraries.
6. New Technologies committee report.
Director Sveinsson reported that she and Reference Librarian
Janet Sapp are researching CD-ROM reference products for addition
to the Library's reference collection. Vendors are being
scheduled for on-site demonstration visits.
As Tricia Mooney is no longer on the Library Board, it was
noted that another Board member would be needed on this committee;
Chairman Wood volunteered to serve on the committee, joining
Member Althaus, Alternate Barton, and Director Sveinsson.
7. Discussion of amendment to the Circulation Policy re:
changing the loan period for nonfiction videocassettes to two
weeks.
Director Sveinsson explained that nonfiction videos are very
different from movies in the way they are used by patrons. A
patron may need to view the video in segments while learning and
practicing the skills taught by the video. Repeated viewings may
be necessary. The use of a nonfiction video is closer to that of
a nonfiction book; the information is simply in a different
format.
Director Sveinsson recommended that the loan period be
changed to two weeks to accommodate the normal use of nonfiction
videos.
To make this change, the word "Fiction" would be inserted
at the beginning of the sentence in Section II.5.a. of the
Circulation Policy. As the Video History Tapes are nonfiction,
the exception for them could then be deleted. This change would
place the nonfiction videos under the description of "all other
circulating materials".
8. Consideration of amendment to the Circulation Policy re:
changing the loan period for nonfiction videocassettes to two
weeks.
Member Althaus moved to amend the policy as recommended by
Director Sveinsson. The motion was seconded by Member Seay, and
the vote was as follows:
Ayes: All present.
Noes: None.
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9. Discussion of amendment to the Meeting Room Policy re: use of
audiovisual equipment to allow use of noncirculating equipment by
individuals or groups using the room.
Director Sveinsson noted that when the meeting room policy
was adopted, the Library did not have the variety of audiovisual
equipment that it does currently. She recommended that provision
be made in the policy to allow the person signing responsibility
for the meeting room the option of signing responsibility for the
use of noncirculating AV equipment (overhead projector, opaque
projector, TV/VCR).
To make this change, the following subsection would be added
to Section X.A.:
"4. The individual signing the reservation form
may request use of noncirculating AV equipment; this
individual will be responsible for any damage to the AV
equipment."
The booking form would need to be revised to accommodate this
change.
10. Consideration of amendment to the Meeting Room Policy re: use
of audiovisual equipment to allow use of noncirculating equipment
by individuals or groups using the room.
Member Kruzich moved to amend the policy as recommended by
Director Sveinsson. The motion was seconded by Member Althaus,
and the vote was as follows:
Ayes: All present.
Noes: None.
11. Discussion of amendment to the General Facility Rules re: use
of office phones by patrons.
Director Sveinsson noted that when the Rules were adopted, a
courtesy phone was available for local calls. Due to repeated
physical abuse, this phone has been removed. The staff currently
allows limited use of the phones at the reference desk by patrons
for local calls, such as to call home for a ride, etc. For other
calls, patrons are referred to the pay phone at the Recreation
Center.
Director Sveinsson recommended that Rule 15 be revised to
read: "At the discretion of the library staff, patrons will be
allowed limited, supervised use of the Reference Desk phones to
make local calls (calling for a ride home, etc.). Staff will dial
the number. A pay phone is available at the Recreation Center for
other calls."
12. Consideration of amendment
use of office phones by patrons.
Member Seay moved to amend
Director Sveinsson. The motion
and the vote was as follows:
Ayes: All present.
Noes: None.
to the General Facility Rules re:
the Rules as recommended by
was seconded by Alternate Barton,
13. Discussion of an addition to the
patron access to electrical outlets to
personal equipment.
With the increase in patron use o
as laptop and notebook computers, many
General Facility Rules re:
power specific types of
portable equipment, such
doing research in the
Library may need to access power as batteries run low. Rather
than interrupt the patron's research, it may be better for public
relations to allow access to the Library's electrical outlets.
Typically, this type of equipment draws very little power.
Director Sveinsson recommended, however, that provisions be made
to remove any liability from the Library should a patron's
equipment suffer any damage or data loss as a result (ex.: in the
case of a power surge). She also recommended that the rule be
very specific as to the type and use of equipment involved.
Member Althaus recommended that the new Rule read:
"It shall be allowable for a patron using portable
electronic equipment, such as laptop and portable
notebook computers, to access the Library's electrical
outlets. However, the Library and/or its staff shall
not be held liable in the event that the patron's equipment
suffers any damage or loss to data, software, and/or
hardware (ex.: in the event of a power surge) due to
such access."
14. Consideration of an addition to the General Facility Rules
re: patron access to electrical outlets to power specific types of
personal equipment.
Member Seay moved to approve the addition to the Rules as
recommended by Member Althaus. The motion was seconded by
Alternate Barton, and the vote was as follows:
Ayes: All present.
Noes: None.
15. Report from Director re: Texas Library Association Annual
Conference, including the hearings on the draft final reports from
the Texas State Library Planning for Statewide Library Development
Task Forces.
Director Sveinsson presented a brief report of the sessions
attended. The focus of the comments during the hearings on the
draft final reports from the Texas State Library Planning for
Statewide Library Development Task Forces was on the Human
Resources report. Librarians without degrees expressed concern
that the certification requirements would exclude them, although
the intent was to afford them the opportunity to earn
certification and to encourage librarians to continue their
education. In touring the exhibits, Director Sveinsson
concentrated on researching informational resources published on
CD-ROM; she won the American Business Phone Book in a drawing (a
CD-ROM product which lists for $298.00). At this point, the
Library does not have a CD-ROM reader to access this resource.
16. Director's status report:
a. Director Sveinsson reported that the graphs in the
monthly report may be produced quarterly, rather than every month;
it is time-consuming to produce them on the dot-matrix printer.
The Board had no objection to that change.
b. It was noted that the amount of revenue collected has
increased dramatically; this change is due to efforts to
retrieve materials from delinquent patrons via the Court. A
backlog of cases to be turned over to Court had accumulated last
year while the process was being restructured. The Library and
Court are working together to clear this backlog.
C. The new Page began work March 30, 1993.
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d. The County is again reviewing the concept of providing
Library funding. A Citizens Budget Advisory Committee has been
appointed to review the budget philosophy towards funding programs
of service which are not mandated by the State. The members of
the Denton County Library Advisory Board are keeping close watch
on this process.
e. The City's budget process has begun. Capital equipment
requests for FY 1993-94 and FY 1994-95, as well as a 5 -year
capital equipment plan, are due on May 11th. The line item
figures for FY 1993-94 and FY 1994-95 are due on May 25th. No new
personnel requests will considered for FY 1993-94. Instructions
were to keep FY 1993-94's total expenditures as close to FY 1992-
93's as possible. Only absolute need items should be included in
the capital equipment requests for FY 1993-94.
f. The FY 1991-92 Annual Report to the Texas State Library
has been submitted; copies were distributed to the Board members
present at the meeting.
g. The City has released a response to the management study
performed by Ralph Andersen & Associates. A copy has been given
to the Library for public access; it is kept at the Reference
Desk. This document will be updated monthly by the City.
Statistics provided in the February 1993 report included in the
March Board packets yielded the following information:
Cardholders: 15,158 (up 9% from February 1992)
Collection: 41,456 (up 2% from February 1992)
Circulation: 7,219 (down 9% from February 1992)
Patron visits: 7,690 (down 10% from February 1992)
Incoming calls: 660 (up 0% from February 1992)
Revenue: $ 977.73 (up 10% from February 1992)
Volunteers: 18 (up 6% from February 1992)
Volunteer Hours: 208 (down 2% from February 1992)
YA Volunteers: 6
YA Vol. Hours: 21
Operating Hours: 169 (down 15% from February 1992)
Employees: 6.475 (down 13% from February 1992)
Employee Hours: 996 (down 8% from February 1992)
Statistics provided in the March 1993 report included in the April
Board packets yielded the following information:
Cardholders: 13,852 (up 0% from March 1992)
Collection: 41,944 (up 3% from March 1992)
Circulation: 7,267 (down 6% from March 1992)
Patron visits: 7,247 (up 4% from March 1992)
Incoming calls: 656 (up 12% from March 1992)
Revenue: $ 1,227.13 (up 47% from March 1992)
Volunteers: 19 (up 12% from March 1992)
Volunteer Hours: 217 (up 5% from March 1992)
YA Volunteers: 5
YA Vol. Hours: 27
Operating Hours: 188 (down 2% from March 1992)
Employees: 6.700 (down 10% from March 1992)
Employee Hours: 1,195 (up 6% from March 1992)
In regard to the number of cardholders, it should be noted that in
March 1993, the Library abandoned the running total method of
counting cardholders. The number of patron records in the
database has been adopted as the method of reporting the
cardholder count.
.Member Althaus moved to adjourn the meeting and Alternate
Barton seconded the motion. The vote was as follows:
Ayes: All present.
Noes: None.
The meeting adjourned at 9:41 p.m.
Ken Wood, Chair
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MINUTES OF THE LIBRARY BOARD
OF THE
CITY OF THE COLONY
MAY 27, 1993
A REGULAR SESSION of the Library Board of the City of The Colony
Texas, was called to order by Chair Wood at 7:07 p.m.
Present:
Ken Wood
Diana Kruzich
James Althaus
Morris Seay
Dorian Barton
Joan L. Sveinsson
Absent:
Jay Dalbo
Note: Alternate 2
1. Citizen's input.
None.
Place 1
Place 2
Place 3
Place 5
Alternate 1 (arrived 7:46 p.m.)
Library Director
Place 4
position is vacant.
2. Consideration of approval of minutes of the Board meeting
held April 22, 1993.
Member Seay moved to approve the minutes. The motion was
seconded by Member Kruzich. The vote was as follows:
Ayes: All present.
Noes: None.
3. Chairman's report.
None.
4. Library Foundation Committee chair report.
None.
5. NTLS Lay Representative's report.
Member Althaus reported that the system is in receipt of the
Guidelines for Regional Library Systems from the State Library.
This document is currently under review by the NTRLS Transition
Committee. The committee will be meeting with State Library
staff.
Concern was expressed re: the viability of the current
State Library System structure today; should the services of the
systems be consolidated at the State level and direct aid grants
be provided to member libraries, thus eliminating the need to
staff ten duplicate agencies across the state.
A brief report was presented re: the Central Area meeting.
The meeting was mostly devoted to status reports from the office
and InterLibrary Loan staff and from member libraries.
6. New Technologies committee report.
a. OCLC Group Access Capability (GAC) project.
Board members were provided with a copy of a letter received from
the State Library. At this time, The Colony Public Library does
not fit the profile of the target group. Libraries not in the
target group are welcome to join the Texas Group, but would have
to fund their own expenses. Director Sveinsson will research this
area further to determine the costs and the benefits.
b. Public Access Fax.
Board members were provided with a copy of the information
received from DiversiFax, Inc. This company places credit card
activated public access fax systems in libraries. Director
Sveinsson asked for input from the Board re: implementing such
a service. The Board discussed the pros and cons and suggested
several questions that need further research:
How are incoming faxes handled, both in terms of patron
notification and charges?
How to eliminate receipt of "junk" fax?
What fees are charged at the locations providing fax service
now in town? Are the fees for DiversiFax similar?
There are some hours that the Library is open when other fax
services are not -- how much need might there be for this
service during these hours?
Would the Library be charged for its use of the system or
would it have some free use?
Director Sveinsson will research this area further.
7. Budget update.
Information was provided to the Board re: the capital
requests for FY 1993-94, the 5 -year capital plan, and the line
item proposal for FY 1993-94 and 1994-95. It was noted that no
new personnel are included in these figures.
8. Director's status report:
a. It was noted that the amount of revenue collected has
again increased dramatically, due to continued efforts to retrieve
materials from delinquent patrons via the Court. A backlog of
cases to be turned over to Court had accumulated last year while
the process was being restructured. The Library and Court are
working together to clear this backlog.
b. Director Sveinsson reported that some concern has been
expressed re: the results of Court action re: delinquent patrons
-- especially in terms of issuing warrants.
Director Sveinsson explained the process and timelines for
turning cases over to Court:
* The Library mails a notice when the material is one week
overdue.
* A second notice is mailed when the material is four weeks
overdue.
* A Court letter with the Library's third notice is sent by
certified mail when the material is seven weeks overdue; this
letter sets a date (three weeks hence) by which the patron
must clear with the Library.
* If the patron does not clear by that date, the Library files
a complaint with the Court, a Court date is set, and Court
sends the proper notice to the patron.
By this time, the material is over three months overdue and the
patron has been sent four notices, one of which is a formal notice
to appear in Court.
* It is the judge who decides if a warrant should be issued
should the patron fail to appear or fail to pay the fine
imposed by the judge.
Due to the concerns raised, Circulation Supervisor Collins is
compiling data re: the dollar value of materials reclaimed via the
Court process, as well as of the value of those items declared not
recoverable.
1
1
b. It was noted that incoming calls were up in April;
this statistic traditionally is up in April due to patrons seeking
income tax forms. This year, the Library was the only public
source of forms in town; the Post Office did not carry any forms
this year.
C. The Page has submitted her resignation. Request for
permission to advertise the position will be presented to City
Council.
d. Director Sveinsson reported that a number of YA
paperbacks had been stolen from the Library. Staff watched
the area and the collection closely, identifying the materials
that appeared to be targeted for theft. A group of juveniles
attempted to leave the building with two of the books and
triggered the security alarm. The police department was called.
Trespass warrants were issued (which prohibit these particular
juveniles from coming on the premises) and the juveniles were
released into the custody of their parents. It was Director
Sveinsson's understanding that the matter would be turned over to
the juvenile officer. It is hoped that this response to the
attempt will discourage others from making the attempt. Staff is
performing an inventory of the YA paperback collection to identify
items that have gone "missing" during the time period of the
suspected thefts. Director Sveinsson praised the efforts of the
staff members involved in seeking to stop this drain on the
collection.
Statistics provided in the April 1993 report included in the Board
packets yielded the
following
information:
Cardholders:
13,999
(up
4%
from
April
1992)
Collection:
42,434
(up
4%
from
April
1992)
Circulation:
7,417
(up
1%
from
April
1992)
Patron visits:
7,544
(up
7%
from
April
1992)
Incoming calls:
829
(up
32%
from
April
1992)
Revenue: $
1,510.72
(up
71%
from
April
1992)
Volunteers:
19
(down
14%
from
April
1992)
Volunteer Hours:
243
(down
7%
from
April
1992)
YA Volunteers:
3
YA Vol. Hours:
9
Operating Hours:
188
(down
10%
from
April
1992)
Employees:
6.700
(down
4%
from
April
1992)
Employee Hours:
1,195
(up
0%
from
April
1992)
Member Althaus moved to adjourn the meeting and Member Seay
seconded the motion. The vote was as follows:
Ayes: All present.
Noes: None.
The meeting adjourned at 9:36 p.m.
en Wood, Chair
MINUTES OF THE LIBRARY BOARD
OF THE
CITY OF THE COLONY
JUNE 24, 1993
A REGULAR SESSION of the Library Board of the City of The Colony
Texas, was called to order by Chair Wood at 7:07 p.m.
Present:
Ken Wood
Diana Kruzich
Jay Dalbo
Morris Seay
Dorian Barton
Joan L. Sveinsson
Absent:
James Althaus
Place 1
Place 2
Place 4
Place 5
Alternate 1
Library Director
Place 3 (business)
Note: Douglas Hagedorn
on Monday. His
time for him to
meeting.
1. Citizen's input.
None.
was appointed to the Alternate 2 position
official notification was not in
rearrange his schedule to attend this
2. Consideration of approval
held May 27, 1993.
Member Kruzich moved to
seconded by Alternate Barton.
Ayes: All present.
Noes: None.
of minutes of the Board meeting
approve the minutes. The motion was
The vote was as follows:
3. Chairman's report.
Chairman Wood reminded the members of the Board that the
Council's budget work sessions will be coming up soon (around the
end of July). He urged the members to be aware of the work
sessions and to attend them. He noted that citizen input is not
taken at work sessions, but that questions might be asked of Board
members in attendance. Also, Board members may wish to express
concerns privately to Council members after the work session.
4. Library Foundation Committee chair report.
The Foundation Board will meet on July 1, 6:30 p.m. at the
Library. Proposed fund raising events will be discussed. A
letter has gone out to the members of the Foundation, reporting
the results of the kick-off banquet. The Foundation has $1,200.00
in the bank. It was noted that there is a lot of competition with
other fund-raising activities now.
Member Seay is researching grant funding available through
the United Way. Possible projects for this funding include
1) establishment of a Spanish language literature collection, and
2) establishment of a deposit collection at the Civic center for
the senior citizens who meet and attend the SPAN program
activities at that location.
5. NTLS Lay Representative's report.
None.
6. New Technologies committee report.
a. OCLC Group Access Capability (GAC) project.
Director Sveinsson has not yet researched this area further to
determine the costs and the benefits.
b. Public Access Fax.
Director Sveinsson will research this area further.
C. Internet.
Director Sveinsson and Technical Services Librarian Allen attended
the Internet workshop present at UT Austin. The workshop
presenter aimed his talk at those with access to the Internet via
an academic institution. It was not as helpful as had been hoped
for the public library seeking access. The State Library is
sponsoring a workshop re: the Internet which promises to be more
applicable; however, this workshop is rumored to be full.
Director Sveinsson will try to get on a waiting list for this
workshop.
Chairman Wood noted that President Clinton and Vice -President
Gore have Internet addresses.
7. Budget update.
a. The capital request for wand readers has been removed
from the list -- it was determined that these items are
replacement parts and will be purchased this year out of the
equipment maintenance account.
b. Budget meetings with the City Manager and Director of
Finance begin next week.
C. Members of the Denton County Library Advisory Board are
regularly attending meetings of the Denton County Citizen's Budget
Advisory Committee. The Committee will make recommendations to
the Commissioners Court re: budget philosophy -- including the
continuation of county funding for library services.
At this point, Member Dalbo arrived, the time being 7:36 p.m.
8. Director's status report:
a. Youth Services Librarian Ellen Hobbs has resigned. Her
last working day will be July 19. Volunteers are being sought to
assist with summer programs. Approval to advertise the position
will be on the July 12 Council agenda.
b. The Summer Youth Employment Program worker assigned to
the Library has not returned to work after his first day.
C. Director Sveinsson reported that no further action will
be taken in regard to the juveniles found removing Young Adult
paperbacks from the Library, other than a letter to the parents
before school starts. The letter will note that, if the juvenile
agrees to follow Library rules, the Library will lift the
trespass warrants.
d. A current Eagle Scout project to benefit the Library was
discussed.
e. A patron has claimed that overdue materials checked out
on her card were checked out after her card was stolen. She did
not report her card stolen to the Library, nor did she report the
theft of her wallet to the police, until after the Library had
notified her of the overdue materials. She had told the staff
she would attend the Board meeting this month.
f. Another patron refused to pay the assessed notification
fees.
g. The Alternate 2 position has been filled.
Statistics provided in the May
packets yielded the following
Cardholders: 14,102
Collection: 43,227
Circulation: 5,783
Patron visits: 5,043
Incoming calls: 480
Revenue: $ 913.55
Volunteers: 17
Volunteer Hours: 213
YA Volunteers: 4
YA Vol. Hours: 9
Operating Hours: 169
Employees: 6.950
Employee Hours: 1,076
1993
report included in the Board
information:
(up
4%
from
May
1992)
(up
5%
from
May
1992)
(down
22%
from
May
1992)
(down
10%
from
May
1992)
(up
3%
from
May
1992)
(up
24%
from
May
1992)
(up
0%
from
May
1992)
(up
1%
from
May
1992)
(down 10% from May 1992)
(down 6% from May 1992)
(down 10% from May 1992)
Director Sveinsson explained that part of the difference in
circulation count is that last year, in an attempt to simplify
tracking of materials in processing, waiting for rebinding, etc.,
the staff had begun to check materials out to a code for their
status. This procedure started last May, when there was a large
backlog in processing. It was soon realized that this procedure
would skew the circulation counts. The procedure was abandoned
for one that is not as simple, but which will show the status in
the online catalog without impacting circulation counts.
The meeting adjourned at 8:43 p.m.
/Z" vL'
L'Z'�J
{en Wood, Chair
L'
1
MINUTES OF THE LIBRARY BOARD
OF THE
CITY OF THE COLONY
JULY 22, 1993
A REGULAR SESSION of the Library Board of the City of The Colony
Texas, was called to order by Chair Wood at 7:04 p.m.
Present:
Ken Wood
Diana Kruzich
Morris Seay
Dorian Barton
Douglas Hagedorn
Joe Agnew
Joan L. Sveinsson
Absent:
James Althaus
Jay Dalbo
Place 1
Place 2
Place 5
Alternate 1
Alternate 2
Council Liaison
Library Director
Place 3 (business)
Place 4 (business)
1. Introduction of new Alternate.
Douglas Hagedorn, Alternate 2, was welcomed to the Board by
the members present.
2. Citizen's input.
Anne Burgdorf, 4403 Chapman, spoke of her concerns re: the
Library's circulation policy. Her daughter's library card was
lost, which she did not realize until she received an overdue
notice for materials checked out on it. As she had not reported
the loss to the Library, the card was honored when presented and,
according to policy, she is responsible for the materials. Ms.
Burgdorf said she wants to see the Library ask for identification
with the library card. She said she doesn't want to have to pay
restitution for the missing materials, although she understands
that someone has to pay. The restitution fees total $100.00, plus
$1.00 notification fee.
The members of the Board discussed ramifications of changes
requiring patrons to show identification along with the library
card each time they check out materials. Ms. Burgdorf was asked
for her suggestion for how to identify juveniles, she noted that
juveniles often carry school books or notebooks with their names
on them. It was noted that a juvenile with a stolen card is
likely to have other items with the cardholder's name on them in
his/her possession -- these items are not "picture -ID" items.
The possibility of mitigating some of the administrative fees
was mentioned, ie. dropping the notification and processing fees,
which would drop the amount to $70.00.
Member Seay moved that the charges be suspended for now and
that this topic be placed on the August meeting agenda for action.
The motion was seconded by Member Kruzich. The vote was as
follows:
Ayes: All present.
Noes: None.
3. Consideration of approval of minutes of the Board meeting
held June 24, 1993.
Alternate Barton moved to approve the minutes. The motion
was seconded by Member Kruzich. The vote was as follows:
Ayes: All present.
Noes: None.
4. Chairman's report.
NTLS has again requested information re: the appointment of
the Lay Representative and Alternate Lay Representative. The
office needs this information before the August Board meeting.
Chairman Wood recommended that Tricia Mooney and James Althaus be
asked to continue in their present positions as Lay Representative
and Alternate Lay Representative. Ratification of this action is
to be placed on the August agenda.
5. Library Foundation Committee chair report.
The Foundation Board met on July 1. Proposed fund
raising events were discussed. The Foundation will be sharing a
booth with the Friends of the Library at Sail Fair.
Chairman Wood asked if the minutes of the Foundation Board
meetings could be included in the Library Board packets, which
would allow the Library Board the opportunity to formulate
questions to pose to Member Seay at the Library Board meetings.
Member Seay will seek agreement from the members of the Foundation
Board.
The question of whether minutes of a non-profit foundation
board would be subject to the Open Records Act was discussed.
6. NTLS Lay Representative's report.
The September NTLS System meeting will be held in Lewisville
at 10 a.m. on the 23rd.
A meeting of the NTRLS Governance Committee will be held on
July 30, 1993.
i. New Technologies committee report.
Members of this committee are Chairman Wood, Member Althaus,
Alternate Barton, and Director Sveinsson. The purpose of this
committee is to bring new technology impacts to the attention of
the Board and to research their implications for service at our
Library.
Director Sveinsson had included some pertinent articles in
the Board's packets and distributed two other items at the
meeting:
a. An article from Prodigy reporting that the Congressional
Record and the Federal Register will be available electronically,
probably via the Internet, within a year.
b. An article from Library Journal discussing electronic
reference resources.
8. Budget update.
Version 2 of the budget and the department's capital
equipment requests were discussed.
9. Director's status report:
a. Youth Services Librarian Ellen Hobbs's last working day
was July 19. The position is being advertised; applications will
be accepted through August 13.
b. Volunteers are assisting with summer programs in the
absence of a Youth Services Librarian.
C. The new computer workstations have arrived and are being
installed and tested.
d. County funding: The County Citizen's Budget Advisory
Committee has not yet made any recommendations re: library
funding. No action has been taken yet by the Commissioners Court.
City of Denton has put forth an alternate proposal, which would
cut The Colony's funding from $41,000 to $17,000.
e. New directories of the City Council and City Boards were
in the Board packets.
f. The patron with overdues materials who claims that her
card was stolen, who had said she would be at last month's meeting
and did not attend, called again Wednesday saying she would be at
this meeting. (She did not show up at this meeting either.) She
also had told staff she would come in to set up a payment plan,
but has not yet done so.
Statistics provided in the June 1993 report included in the Board
packets yielded the following information:
Cardholders: 14,288 (up 3% from June 1992)
Collection: 43,695 (up 6% from June 1992)
Circulation: 9,614 (down 8% from June 1992)
Patron visits: 8,091 (down 12% from June 1992)
Incoming calls: 647 (up 12% from June 1992)
Revenue: $ 890.76 (down 13% from June 1992)
Volunteers: 21 (down 13% from June 1992)
Volunteer Hours: 261 (down 3% from June 1992)
YA Volunteers: 6
YA Vol. Hours: 16
Operating Hours: 195 (down 2% from June 1992)
Employees: 6.475 (down 13% from June 1992)
Employee Hours: 1,119 (down 5% from June 1992)
The meeting adjourned at 8:58 p.m.
K n Wood, Chair
MINUTES OF THE LIBRARY BOARD
OF THE
CITY OF THE COLONY
AUGUST 26, 1993
A REGULAR SESSION of the Library Board of the City of The Colony
Texas, was called to order by Chairman Wood at 7:06 p.m.
Present:
Ken Wood Place 1
Diana Kruzich Place 2
James Althaus Place 3
Morris Seay Place 5 (left 8:48 p.m.)
Dorian Barton Alternate 1
Douglas Hagedorn Alternate 2
Joan L. Sveinsson Library Director
Absent:
Jay Dalbo Place 4
1. Citizen's input.
None.
2. Consideration of approval of minutes of the Board meeting
held July 22, 1993.
The minutes were approved by consent.
3. Chairman's report.
Chairman Wood clarified the intent of Mayor Manning's letter
to Board members.
A response was received from Chairman Wood's newspaper
column re: lost/stolen cards; a patron called in to report a lost
card after reading the column.
Chairman Wood received a letter from Commissioner Sandy
Jacobs re: support for County library funding. Alternate Hagedorn
also spoke with Commissioner Jacobs; Member Dalbo has provided
Director Sveinsson with copies of the letters he sent to his
commissioner and to the County Judge.
Chairman Wood's response to the letter to the editor from an
unhappy patron was discussed.
Chairman Wood asked if the location of the Kids Colony sign
in front of the Library was causing any confusion. It was
suggested that the sign needed an arrow pointing to the location
of the planned play structure.
Chairman Wood asked about the status of the two patrons
whose cards were used after they were lost or stolen. Director
Sveinsson reported that the patron who attended last month's
meeting was pleased to learn that the books checked out on her
daughter's lost card had been returned. Fines on the materials
were $18.10, which she will pay as she is able to do so. The
other patron came in the previous day to set up a payment plan --
the day before the deadline for action to avoid a complaint being
filed in Municipal Court. The Board discussed whether to put
this topic on a future agenda; it was agreed that the policy is
adequate and that no further discussion or action was needed.
4. Library Foundation Committee chair report.
The Foundation's Federal exemption status is in place; all
donations to the Foundation are tax deductible.
The Foundation will be sharing a booth with the Friends of
the Library at Sail Fair. Workers are needed for the booth.
Items to be sold and promotional plans were discussed.
5. NTLS Lay Representative's report.
The September NTLS System meeting will be held in Lewisville
at 10 a.m. on the 23rd.
The Transition Committee met today in Lewisville; Member
Althaus was not able to attend, so he did not have a report on
this meeting at this time.
6. Discussion of ratification of appointment of NTLS Lay
Representative and NTLS Alternate Lay Representative.
Members were reminded that, at the last meeting, it was agreed
to re -appoint Lay Representative Tricia Mooney and Alternate Lay
Representative James Althaus to their present positions. Both
individuals are willing to serve; however, Lay Representative
Mooney did offer to step down should someone else who could be
more actively involved should wish to be appointed.
7. Consideration of ratification of appointment of NTLS Lay
Representative and NTLS Alternate Lay Representative.
Member Kruzich moved to ratify the appointments; the motion
was seconded by Member Seay. The vote was as follows:
Ayes: All present.
Noes: None.
8. New Technologies committee report.
Director Sveinsson provided an article from the August 1993
issue of Library Journal: re: new products displayed at the
American Library Association Conference. She also read a section
from an article in the same issue re: the use of the Internet in
providing needed information to those coping with the impact of
the floods in the Mid -West.
Director Sveinsson reported that the Director of the Krum
Public Library is researching a way to access the Internet via the
City.
9. Budget update.
Director Sveinsson reported that the County Commissioners
Court voted to continue funding to the libraries serving Denton
County. The vote was 3 to 2, with Commissioners Wilson and Jacobs
and County Judge Moseley voting in favor of the funding.
Commissioner Hill voted against the funding, stating that he was
doing so because the formula's impact was a reduction of funding
to Denton and many of the smaller libraries, with increased
funding to Flower Mound and Carrollton. Commissioner Armey was
opposed to continuing library funding. After the vote,
Commissioner Armey moved that FY 1993-94 be the last year the
County provide library funding; the motion died for lack of a
second. The Denton County Citizens Budget Advisory Committee will
be meeting next month to begin work on redesigning the formula in
response to concerns from Denton, Carrollton, and Lewisville re:
the current formula.
Chairman Wood reported re: the City Council budget work
session which he and Member Seay attended. The Council members
did not ask any questions of the Board members in attendance.
1
Director Sveinsson has been tasked with developing some
options re: additional operating hours and the associated costs.
Chairman Wood expressed his opinion that any expansion should be a
two-step process: first, increase the staff to the level needed
to operate well given the current schedule; then add the staff
needed for expanding the schedule of service hours.
Member Althaus expressed concern re: the impact on the
volunteers, as well as on the paid staff.
Council also expressed an interest in one-time funding to
improve the collection.
The Library's capital expenditure requests were reviewed.
9. Director's status report:
a. Ten applications were received for the Youth Services
Librarian position.
b. Concern was expressed over the negative comparisons on
the July 1992 to July 1993 Comparison Table.
C. The Eagle Scout's project is going very well. Since the
second distribution of funding request letters, many donations
have been received.
Statistics provided in the July 1993 report included in the Board
packets yielded the
following
information:
Cardholders:
14,454
(up
3%
from
July
1992)
Collection:
44,097
(up
6%
from
July
1992)
Circulation:
9,026
(down
10%
from
July
1992)
Patron visits:
7,651
(down
12%
from
July
1992)
Incoming calls:
623
(down
4%
from
July
1992)
Revenue: $
708.82
(down
21%
from
July
1992)
Volunteers:
22
(up
5%
from
July
1992)
Volunteer Hours:
294
(up
7%
from
July
1992)
YA Volunteers:
10
YA Vol. Hours:
31
Operating Hours:
194
(down
6%
from
July
1992)
Employees:
6.210
(down
16%
from
July
1992)
Employee Hours:
995
(down
20%
from
July
1992)
The meeting adjourned at 8:51 p.m.
�� 1��
en Wood, Chair
oan L. Sveinsson, Secretary
F�
MINUTES OF THE LIBRARY BOARD
OF THE
CITY OF THE COLONY
SEPTEMBER 23, 1993
A REGULAR SESSION of the Library Board of the City of The Colony
Texas, was called to order by Chairman Wood at 7:06 p.m.
Present:
Ken Wood
Diana Kruzich
Dorian Barton
Douglas Hagedorn
Joe Agnew
Joan L. Sveinsson
Absent:
James Althaus
Morris Seay
Jay Dalbo
1. Citizen's input.
None.
2. Consent agenda:
Place 1
Place 2
Alternate 1 (arrived 7:15 p.m.)
Alternate 2
Council Liaison
Library Director
Place 3 (vacation)
Place 5
Place 4 (business)
A. Consideration of approval of minutes of the Board meeting
held August 26, 1993.
Motion to approve was made by Member Kruzich and seconded
by Alternate Hagedorn. All members present voted aye.
B. Consideration of proposed amendment to the Circulation
Policy to remove the restriction on checking out videos on
the day a patron applies for a library card.
Motion to approve was made by Member Kruzich and seconded
by Alternate Hagedorn. All members present voted aye.
3. Chairman's report.
Chairman Wood reported that he sent a message on the Internet
to President Clinton and Vice -President Gore and received an
automatic thank you within two minutes. He will provide copies of
this letter for the next packet.
4. Report from Director re: impact of new provisions of the Texas
Open Records Act re: confidentiality of patron records.
The Board packets included a model policy and recommendations
for procedures to implement the policy which were prepared by an
ad-hoc committee of the Public Library Administrators of North
Texas (P.L.A.N.T.), the text of the new law, and a list of
concerns compiled by Circulation Supervisor Collins after
attending Carrollton's staff training re: the impact of the new
law. Director Sveinsson reviewed the list, reporting on the
status of research regarding each concern. The Board questioned
the recommendation that library staff not identify children in the
Library (calling them to the phone when someone claiming to be a
parent calls looking for them). It was the Board's opinion that
such action does not involve a record and would not be a violation
of the law. Staff will continue to research all impacts of the
law.
5. Discussion of policy revisions of the Texas Open Records Act
re: confidentiality of patron records.
Currently, the Library's Materials Selection Policy includes
a section re: Confidentiality of Patron Records, referring to the
Texas Attorney General's opinion covering the topic. The new law
supplants that opinion; thus changes to the policy are needed.
The Board discussed various options for handling these changes.
6. Consideration of policy revisions of the Texas Open Records
Act re: confidentiality of patron records.
Alternate Hagedorn moved to delete the section on the topic
from the Materials Selection Policy and to adopt, as a separate
policy, the model policy prepared by the P.L.A.N.T. committee,
with the minor change of inserting the Library's name in place of
the words "this library". The motion was seconded by Alternate
Barton; all members present voted aye.
7. Discussion of request for reconsideration of library materials
re: Rosie and Michael.
The Board's packets included the reconsideration request,
published reviews of the book, selection lists in which it was
listed, and written comments from Member Althaus, who was unable
to attend the meeting. The Board discussed the comments made on
the request for reconsideration form, the reviews of the book, and
the text and artwork of the book.
8. Consideration of request for reconsideration of library
materials re: Rosie and Michael.
By general consent of the members present, the request to
remove the material from the collection was denied.
9. Discussion of request for reconsideration of library material
re: Monster Mama.
The Board's packets included the reconsideration request,
published reviews of the book, selection lists in which it was
listed, and written comments from Member Althaus, who was unable
to attend the meeting. The Board discussed the comments made on
the request for reconsideration form, the reviews of the book, and
the text and artwork of the book. There was some discussion
comparing Monster Mama to Beauty and the Beast. Member Hagedorn
expressed concern over the recommended age (pre-school to grade 2)
provided in one of the reviews. There was some difference of
opinion in the interpretation of the artwork accompanying the
text.
10. Consideration of request for reconsideration of library
materials re: Monster Mama.
Member Kruzich moved that Monster Mama not be removed from the
collection; the motion was seconded by Alternate Barton. The vote
was as follows:
Ayes: Member Kruzich, Alternate Barton, Chairman Wood
Noes: Alternate Hagedorn
11. Library Foundation Committee chair report.
None. (Not in attendance.)
12. NTLS Lay Representative's report.
In the absence of the Lay Representative and Alternate Lay
Representative, Director Sveinsson presented a report from the
System meeting held that morning. Advisory Council elections were
held, the members voted for NTRLS to apply for the State grant for
FY 94-95, office staff and NTRLS committee reports were presented.
13. New technologies committee report.
Director Sveinsson provided articles re: the expected life-
span of CD-ROMS (3-5 years) and Texas Open Network Enterprises
(TEXAS -ONE), one of the first state-wide electronic information
networks.
14. Budget update.
City Council has approved funding for a secretary for the
department for FY 1993-94. In addition, the Council approved an
additional $10,000 for FY 1993-94 to upgrade the adult non-fiction
collection.
There was some discussion in budget work sessions re: opening
the Library on Sundays. One councilman has suggested opening on
Sunday and closing one day during the week. Another councilman
has expressed opposition to this concept at this time. The Board
discussed concerns re: staff impact. Chairman Wood suggested a
Board/Council work session to discuss this issue. Council Liaison
Agnew concurred.
15. Director's status report.
a. Circulation was better in August.
b. Second round interviews for the Youth Services Librarian
position will be completed by the end of September.
c. Director Sveinsson sought clarification re: the
circulation period and fine rate for video kits (kits
containing both video and print material). It was agreed
that the circulation period is two weeks and the fine
rate is $1.00 per day.
d. The Board discussed network security concerns with the
implementation of the public access workstations. Council
Liaison Agnew provided some helpful suggestions.
e. Director Sveinsson requested an opinion from the Board
re: waiving the non-resident fee for teachers who teach in
The Colony schools. The Board agreed to continue the
practice of charging the fee. The concept of pursuing a
contract with the school district was discussed; the Board
members expressed concern that such action was not in the
best interests of the Library at this point in time.
f. The topic of fines collected on warrants issued was
discussed. Currently, the warrant only requires payment of
Court fines: the Judge does not require that restitution be
made to Library for outstanding materials. There was some
discussion of including this topic in the joint
Council/Board work session. It was suggested that the City
Attorney be consulted.
Statistics provided in the August 1993 report included in the
Board packets yielded the following information:
Cardholders:
14,614
(up
3%
from
August
1992)
Collection:
44,502
(up
8%
from
August
1992)
Circulation:
7,822
(down
1%
from
August
1992)
Patron visits:
6,417
(up
2%
from
August
1992)
Incoming calls:
601
(up
10%
from
August
1992)
Revenue: $
842.23
(up
18%
from
August
1992)
Volunteers:
26
(up
30%
from
August
1992)
Volunteer Hours:
260
(up
20%
from
August
1992)
YA Volunteers:
7
YA Vol. Hours:
17
Operating Hours:
180
(up
2%
from
August
1992)
Employees:
5.950
(down
14%
from
August
1992)
Employee Hours:
924
(down
10%
from
August
1992)
The meeting adjourned at 9:26 p.m.
A e'_�J
A Ken Wood, Chair
oan L. Sveinssdn, Secretary
MINUTES OF THE LIBRARY BOARD
OF THE
CITY OF THE COLONY
OCTOBER 28, 1993
A REGULAR SESSION of the Library Board of the City of The Colony
Texas, was called to order by Chairman Wood at 7:02 p.m.
Present:
Ken Wood
Diana Kruzich
James Althaus
Dorian Barton
Douglas Hagedorn
Joe Agnew
Joan L. Sveinsson
Absent:
Morris Seay
Jay Dalbo
Place 1
Place 2
Place 3 (arrived 7:15 p.m.)
Alternate 1
Alternate 2
Council Liaison
Library Director
Place 5
Place 4 (business)
1. Citizen's input.
None.
2. Consideration of approval of minutes of the Board meeting
held September 23, 1993.
The minutes were approved by general consent.
3. Chairman's report.
Chairman Wood reported that he did not have a copy of the
message he sent on Internet to the President, but the information
will be available in an upcoming column he is writing for The
Colony Leader.
Chairman Wood announced that a Council/Library Board work
session has been scheduled for November 8, 1993 at 7 PM in the
Council Chambers. Chairman Wood reiterated it was the Board's
decision to call for a joint work session and he would like to
have every member in attendance.
The members discussed topics to be covered in the work
session. Members were in agreement that the most important topic
of discussion will be the Library's operating hours. There is
concern about staffing problems in regard to opening on Sundays.
Council Liaison Agnew expressed doubt that any new staff could
be added and noted that he would like to see the hours that were
cut on Wednesdays reinstated. Members of the Board expressed
concern that current staff levels are not sufficient to expand
hours. Councilman Agnew suggested that the Board present to
Council what would be needed in order to open more hours and the
costs involved per each proposal.
Director Sveinsson advised the Board that, at Council's
request, she had submitted schedule options and costs at the
budget work sessions this past summer. It was agreed that no
additional schedule options would be presented at this work
session; specific direction is needed from Council regarding
any other schedule options to be developed.
In response to concerns expressed by members of the Board that
Council may not be aware of the work load being carried by the
staff, Alternate Hagedorn suggested providing the Council members
with a description of the duties performed by each staff member.
This suggestion was agreed to by all members present; Director
Sveinsson will prepare this information for the work session.
Councilman Agnew stated that the Council has decided to be
involved year round in the budgetary process -- not just July
through September.
Chairman Wood asked if we should consider the addition of
staff as a separate item on the joint workshop agenda. Councilman
Agnew did not think this was necessary.
Chairman Wood clarified the agenda for the joint work session
as being discussion of operating hours, including related staffing
needs, and collection development.
4. Update from Director re: impact of new provisions of the Texas
Open Records Act re: confidentiality of patron records.
It has been verified by the City Secretary that the legal age
for adults is 17. Once a child turns 17 years of age, parents
will not have access to the child's records. It was proposed that
the Library place signage at the circulation desk alerting patrons
to sign up for an adult card upon turning 17. Member Althaus
asked if the Library would be legally covered if we provide
signage and the patron still does not respond. Director Sveinsson
responded that such signage would indicate a good faith effort to
secure the information. Member Althaus asked if the date of birth
could be entered onto the database. Director Sveinsson stated
that it would require a modification to the program to have the
system automatically alert the staff; such modifications involve a
charge to the Library from the software vendor and have impact on
future updates to the program. In lieu of modifying the program,
an unused field could be devoted to entering the date the patron
will turn 17. Currently, an "expiration date" field is used to
alert the staff and volunteers to update each patron's record
annually. Director Sveinsson recommended that procedures for
updating a patron's record include checking the "turn 17" date; if
the patron will turn 17 the next year, put that date in the
"expiration date" field.
Director Sveinsson informed the Board that reserved material
must now be picked up by the patron who placed the reserve. If
that person wants someone else to pick up the material, the patron
must send his/her card with that person. Informational notices
regarding this new requirement are being given to each patron
placing a reserve.
5. Library Foundation Committee chair report.
Not present- no report.
6. NTLS Lay Representative's report.
Member Althaus advised that there would be a Central Area
meeting in Watauga on 10-29-93 at 9:30 AM. He is not sure he will
be able to attend. Director Sveinsson stated she will attend.
Nomination of NTRLS Board members will be done at the January
area meetings.
7. New Technologies committee report.
Director Sveinsson stated she had no articles for the Board
this month.
8. Director's status report.
At this time Director Sveinsson asked for comments or
questions from the Board from the September monthly report
included in the Board packets. Chairman Wood asked if everything
was going well with the public access catalogs. Director
Sveinsson said that a few patrons have tried to warm boot to
explore the network; the security measures recommended at the
August meeting have foiled these attempts. She also said that our
use of multiple headings simplifies the search process for
patrons.
Director Sveinsson brought up the comparisons for FY 1992-93
in the circulation area. The circulation count showed a drop of
6% but the operating hours also dropped by 6%. The decrease in
circulation can be directly correlated to the decrease in opening
hours. Member _Barton asked if the Council is provided a copy of
the Library statistics. The Director said the monthly reports
from all departments are placed in a notebook at City Hall for
Council's review. Councilman Agnew said that these statistics are
not looked at on a regular basis but he believes most Councilmen
do read them at some point. It was decided to provide all
Councilmen a copy of the statistics at the joint work session.
Director Sveinsson announced that the Library has a new Youth
Services Librarian starting 11-02-93. Her name is Carole Blossom
and she has five years experience in Youth Services in a public
library in Wyoming. She has an MLS and is coming to us from the
Arlington Public Library.
The department also has a secretary now. Becky Betancourt was
introduced to the Board members present. Becky was promoted from
the—full time circulation clerk position.
The Library received 11 applications for the full time
circulation clerk position. As of this date, 2 have accepted
other positions and 1 has withdrawn her application. This
position's hours have been restructured to include all three
evenings and every Saturday.
Director Sveinsson advised that several changes have been
implemented in accordance with recommendations made by the
Anderson report. The Library Director now reports directly to
Patti Hicks, who is now the Director of Administrative Services,
as well as the City Secretary. This arrangement is working out
very well. The Circulation Supervisor's title has been changed to
Circulation Coordinator and all circulation staff now report to
the Library Director. There were twelve supervisory positions in
the city that had a title change to eliminate the supervisory
status.
Director Sveinsson advised that the 286 computer which was
upgraded to a 386 is not functioning. One of the XT keyboards has
been malfunctioning, so the 286/386 keyboard was transferred to
the XT. A replacement keyboard will be needed.
The Page position came open again with the resignation of
Joyce Cravens; Joyce's college course work was more demanding
than she had anticipated. Shannon Scarbrough was hired from the
previous eligibility list. A discussion re: the turnover in this
position followed. Chairman Wood reiterated the turnover is not
due to any problem in the Library. This minimum wage, part-time
position attracts students who often do not realize the impact of
a 19 -hour per week job on other areas of their life. Member
Althaus asked if making this position full time would make it
easier to keep it filled. Director Sveinsson said that, if
necessary, she would rather eliminate the Page position and add
another full-time Circulation Clerk and have all the Clerks shelve
as part of their duties.
Director Sveinsson advised the Board that her update on goals
for the Library is due to the City Secretary next week.
Other items of interest included:
The Library is providing films and the meeting room for child
care for the people working on the "Kids Colony" playground.
There was some concern that the drive up bookdrop would be blocked
during the construction phase of the playground. We have been
assured that they will do their best to keep this area clear.
Director Sveinsson is attending a Novell class through the
Collin County Community College.
Reference Librarian Sapp and Youth Services Librarian Blossom
will be attending TLA District 7 Conference on Saturday, October
31 in Denton.
Statistics provided in
the September 1993 report included in
the Board packets
yielded the following
information:
Cardholders:
14,792
(up
3%
from
Sept.
1992)
Collection:
44,546
(up
8%
from
Sept.
1992)
Circulation:
7,081
(down
6%
from
Sept.
1992)
Patron visits:
6,033
(down
9%
from
Sept.
1992)
Incoming calls:
572
(down
8%
from
Sept.
1992)
Revenue: $
671.19
(down
23%
from
Sept.
1992)
Volunteers:
20
(up
11%
from
Sept.
1992)
Volunteer Hours:
228
(up
3%
from
Sept.
1992)
YA Volunteers:
0
YA Vol. Hours:
0
Operating Hours:
188
(
0%
from
Sept.
1992)
Employees:
5.950
(down
14%
from
Sept.
1992)
Employee Hours:
992
(down
14% from Sept.
1992)
The meeting adjourned at 8:54 p.m.
Ken Wood, Chair
1
C
MINUTES OF THE LIBRARY BOARD
OF THE
CITY OF THE COLONY
NOVEMBER 11, 1993
A REGULAR SESSION of the Library Board of the City of The Colony
Texas, was called to order by Chairman Wood at 7:05 p.m.
Present:
Ken Wood
Diana Kruzich
James Althaus
Jay Dalbo
Morris Seay
Dorian Barton
Joe Agnew
Carole Blossom
Becky Betancourt
Joan L. Sveinsson
Absent:
Douglas Hagedorn
Place 1
Place 2
Place 3
Place 4
Place 5
Alternate 1
Council Liaison
Youth Services Librarian
Secretary
Library Director
Alternate 2
At this time the new Youth Services Librarian, Carole Blossom, was
introduced to the Board. Ms. Blossom presented a brief biography
of her education and work history.
1. Citizen's input.
None
2. Consideration of approval of minutes of the Board meeting
held October 28, 1993.
Minutes stand approved as presented.
3. Chairman's report.
Chairman Wood reported that, in consideration of the small
amount of time that had lapsed since the last Board meeting, he
had no formal report tonight. He did wish to express his
appreciation to those who attended the joint Council/Board work
session on Monday, November 8, 1993.
4. Discussion and consideration of any action items resulting
from the joint Council/Library Board work session 11-08-93.
Chairman Wood stated that the main objective of this joint
meeting was to provide the Council information on what it would
take to have the Library open more hours. It was agreed that it
is not possible to expand the hours with the existing staff;
it was also agreed that current staff levels are not sufficient
to change the hours to be open on Sunday.
Member Althaus asked if the Board should be looking into
working up some long range plans. Director Sveinsson explained
that long range planning is a long and formal process. She will
order materials to get started on this project.
Councilman Agnew said it is a great help to the Council if
they are provided a more formal presentation of long term plans in
regard to growth.
In regard to collection development, Chairman Wood said it was
his opinion that the Library staff has a plan, knows the community
and does not order materials at random.
Director Sveinsson stated she would like to put together a
survey form for the public to collect suggestions on materials
patrons would like to have added to the collection. This form
could include books and periodicals.
A discussion followed regarding the number of periodicals the
Library subscribes to and what action is taken with periodicals
that are donated to the Library. Director Sveinsson will provide
the number of subscriptions at the next meeting. Periodicals that
are donated to the Library are used to supplement the collection;
core research periodical subscriptions are purchased with city
funds.
5. Library Foundation Committee chair report.
Chairman Seay reported the annual meeting will be in January.
6. NTLS Lay Representative's report.
No report.
7. New Technologies committee report.
No report.
8. Director's status report.
On November 29, 1993 Director Sveinsson will attend a
reception at City Hall for all persons interested in serving on
the Council -appointed advisory boards of the City of The Colony.
Director Sveinsson reminded Members Wood, Kruzich, Barton, and
Althaus that their terms are expiring; if they are interested in
being reappointed, they need to contact City Secretary Patti
Hicks.
Director Sveinsson advised the Board the Librarian staff will
be evaluating the collection and weeding materials that are no
longer of value. Some areas will show higher weeding rates than
usual. The additional $10,000 approved for the book budget by the
City Council this fiscal year is to be used to update and upgrade
the Adult Non -Fiction collection. Outdated materials will be
withdrawn.
Director Sveinsson distributed printouts of the department's
budget. The printed and bound budget is not yet available; more
emphasis has been placed on goals, performance measures, etc.,
than in previous years and thus it is taking longer to compile
this document.
Director Sveinsson informed the Board of the Library's
decision to buy some books from Baker & Taylor pre-processed.
Councilman Agnew asked if this method was less than, more than, or
comparable to using staff time and Library supplies to process.
Director Sveinsson said the purchased processing cost for each
book would be around 80 cents. The portion of that cost which is
for cataloging can be charged to professional services, rather
than the book budget. Baker & Taylor can now provide cataloging
on floppy disk, which can then be loaded into the Library's
database. The delivery time is 15 days on pre-processed books.
The only drawback to ordering pre-processed books is that they can
only be returned if they are defective. Currently the Library is
able to return unprocessed books that, after delivery, do not fit
the collection or don't measure up to our expectations.
Director Sveinsson noted the Library will be providing the
meeting room for films and storytimes for children whose parents
are assisting in the construction of Kids Colony Playground.
Director Sveinsson will be here Friday after hours and again on
Sunday to run films for the children.
The full time circulation clerk position has not yet been
filled.
The meeting was adjourned at 8:03 p.m.
Becky Bet ncourt, Secretary
en Wood, Chair
MINUTES OF THE LIBRARY BOARD
OF THE
CITY OF THE COLONY
DECEMBER 16, 1993
A REGULAR SESSION of the Library Board of the City of
Texas, was called to order by Chairman Wood at 7:03 p.m.
Present:
Ken Wood
James Althaus
Morris Seay
Dorian Barton
Douglas Hagedorn
Joe Agnew
Becky Betancourt
Joan L. Sveinsson
Absent:
Diana Kruzich
Jay Dalbo
1. Citizen's input.
None
Place 1
Place 3
Place 5
Alternate 1
Alternate 2
Council Liaison
Secretary
Library Director
Place 2
Place 4
The Colony
2. Consideration of approval of minutes of the Board meeting
held November 11, 1993.
Minutes stand approved as presented.
3. Chairman's report.
Chairman Wood advised that an interesting article about
teachers, scientists, etc., connecting with the Internet system
was in the Dallas Morning News on Sunday, December 12, 1993.
4. Library Foundation Committee chair report.
Chairman Seay reported the annual general membership meeting
of the Library Foundation will be Friday January 21, 1994 at 7
p.m. in the Library's meeting room. The budget for 1994 will be
discussed and an accounting of last year's finances will be given.
A discussion followed about the compliance with Library policy
about using the meeting room after the Library's regular operating
hours. Councilman Agnew checked the policy and stated the
Foundation would be in compliance because it is a Library
function. Chairman Seay said a newspaper article will be
submitted and a notice posted in the Library regarding this
meeting.
5. NTLS Lay Representative's report.
Member Althaus said the committee was staying on the time line
schedule for NTRLS. The regional meeting will be January 24, 1994
in Grapevine. Our region will need to present a nomination for
the NTRLS Board of Directors.
6. New Technologies committee report.
None.
7. Director's status report.
Updated copies of the meeting room policy were discussed.
Director Sveinsson said she had been asked if we had a new
population figure from the state. She stated that we do not, this
figure is updated every two years.
The circulation statistics were up 15% in November. Patron
visits and calls were down. Director Sveinsson was pleased that
circulation was up, especially in regard to the inconvenience to
library patrons with the construction of Kids Colony Playground
during this period. At this time, Director Sveinsson asked if
there were any questions regarding this month's statistics. There
were none.
The full-time Circulation Clerk position has been filled.
Jacqualine (Jacky) Donahue started work on November 23rd. All the
positions at the Library are filled at this time.
Position openings for Carrollton's new facility were
discussed. It was noted that Carrollton's salary ranges for
librarians are much higher than what we offer. Carrollton also
offers promotional advancement as they have four levels of
librarian positions; in contrast we only have one level. It was
noted that a staff reorganization was presented to the Council
last February which would have promoted the Reference Librarian to
the position of Assistant Director, with the Librarian staff
reporting to that position. This restructure would enable a valued
employee an opportunity for career growth without leaving our
employ. To date, no response has been received from Council
regarding this proposal.
The Library received a request from a Little Elm resident for
outreach services to Little Elm's senior citizens. At this time,
the Library is not providing outreach services to the senior
citizens of The Colony. Director Sveinsson feels it is
inappropriate to start this program in Little Elm until the
service is offered to The Colony seniors. Reference Librarian
Janet Sapp, will be checking with the SPAN director to see if
there is any interest in providing materials for check out at the
SPAN Center every month. If The Colony group is not interested,
we will look into serving Little Elm at this time. The Library is
required to offer equal service to all residents of the county.
Member Althaus asked if we would have to have a change in
policy to start this type of program. Director Sveinsson said a
section for Outreach programs would have to be added to our
policy. Chairman Wood asked if this would be a bi-monthly or
monthly visit. Director Sveinsson stated that, with the limited
Librarian staff, it would probably be a once a month visit. The
staff would take materials such as Large Print books and Books on
Tape; currently the Large Print collection is not as heavily
utilized as other parts of the collection. Director Sveinsson
will begin to poll other libraries on their Outreach policies.
Councilman Agnew asked if Wednesday mornings would be a good
time for a program of this nature, since the Library does not open
to the public until 1 p.m. Director Sveinsson agreed that this
would probably be a good time but she expressed concern regarding
the impact on tasks normally reserved for this time. Member
Althaus expressed concern about the wear and tear on the
Librarian's personal car which would be used for this program.
Councilman Agnew suggested looking into using the DARE van.
Member Althaus added that he was glad to see service
opportunities for the Librarians increased and the Library able to
maintain adequate coverage.
At this time the new patron confidentiality law was brought up
by Director Sveinsson. She asked Chairman Wood to consider doing
one of his columns in The Colony Leader on this subject.
The Library is doing a promotion targeting patrons who have
turned 17 years of age and have not applied for an adult status
card. The circulation staff is now tracking the date of birth on
all new juvenile cards issued. A chart has been made that shows
the birth year and the corresponding year the patron will be 17
years of age. A revision to the AV policy which will allow 17
year olds to check out videos will be on next month's agenda for
consideration.
The Friends of the Library had their "wish" for a personal
computer for public access printed in the Dallas Morning News'
"Holiday Wish List". We have received one response; an electronic
typewriter/word processor was donated. There are two concerns
with using this word processor; 1) we have a coin-operated
typewriter now and do not wish this free access one to be in
competition 2) we must check to see how complicated it is to use -
we don't want to tie up a lot of staff time explaining to patrons
how to use it.
Texas Instruments is now surplusing some printers. Director
Sveinsson will try to get someone to look into this for the
Library.
Director Sveinsson will be on vacation from December 20th
through December 31st, 1993.
Part-time Circulation Clerk Carolyn LeMaire will receive her
10 year employee award at the Council meeting on December 20,
1993.
A new Library Board Chair will need to be elected in January;
this item will be on next month's agenda.
The Library has been approved for the Library of America grant
extension of 10 volumes. Originally the Library received the
grant for the first 60 volumes of this set using funds donated by
the employees of Wal-Mart for the local matching funds. The
Friends of the Library will provide the $150.00 local matching
funds for the extension of the grant.
The Library was contacted by the Heard Museum of McKinney
asking if we would provide a letter of support for their
application for a Phillips Environmental Partnership Grant. Their
proposal is to provide summer programs for children at public
libraries within a 50 mile radius of the museum. The program
would include live animals, puppets, and crafts and would support
the Summer Reading Club theme. Director Sveinsson has provided a
letter of support. It will be April 1994 before the museum will
know if the application has been approved.
Director Sveinsson reported that a number of topics were
discussed and/or implemented at the in-service training day
11-29-93:
1) The three new employees received training on the emergency
doors, fire alarms, halon system, etc.
2) Two patron surveys were designed to be done in January:
a) Adult Non -Fiction
b) Juvenile programming- summer program ideas
3) A representative from Checkpoint demonstrated locking
video security devices. This device would eliminate both
the need for double cases being used now and the storage
problem behind the circulation desk. A device would not
be needed for each video; staff would need to determine
the average number of videos on the shelf (not checked
out) and order devices accordingly.
Statistics provided in the
the Board packets yielded
Cardholders: 15,191
Collection: 45,378
Circulation: 5,985
Patron Visits: 5,247
Incoming calls: 474
Revenue: $ 972.62
Volunteers: 18
Volunteer Hours: 181
YA Volunteers: 0
YA Vol. Hours: 0
Operating Hours: 177
Employees: 7.950
Employee Hours: 1,072
December 1993 report included in
the following information:
(up 3% from December 1992)
(up 10% from December 1992)
(up 1% from December 1992)
(down 6% from December 1992)
(down 11% from December 1992)
(up 51% from December 1992)
(down 14% from December 1992)
(down 12% from December 1992)
(up 0% from December 1992)
(up 34% from December 1992)
(up 22% from December 1992)
The meeting was adjourned at 8:02 p.m.
Ken Wood, Chair
Becky Be ancourt, Secretary
F_�