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LAB 02-04-1988 ~- ,--,/ , LIBRARY ADVISORY BOARD MINUTES The Library Advisory Board met in regular session on Monday, April 4, 1988, at 7:30 p.m. Members present: Earl Hartzog, Chairman Mary McAllister, Vice Chair Connie Brison, Secretary Julie Parr, Treasurer Ruth Tienor Gail Douglas, Libr. Aggie Aguilar, City Council Rep. Randolph Area Genealogical Society President Roger Dubbs, Charlie Awe, and Merle Behne. The first order of business became the dis- cussion of making Schertz Public Library the genealogical society's permanent meeting place. Mr. Dubbs presented LAB members with written operating procedures. Tony moved to accept this agreement and to welcome the Society to SPL. Ruth seconded. Motion carried. May 18 will be the first Society meeting held at SPL in the Courtney Room at 7:00 p.m. Meetings are held on the third Wednesday of each month. Marge Smith Margaret Riley Tony Paulson Ex-Officio - Visitors present: Related Genealogical Society Business: Mrs. Behne offered to give seminars on how to trace one's family tree. She has already donated several of her genealogical books to SPL. Fees for the lessons will be donated to SPL. She would like to begin lessons ASAP with Mond@y evenings, except forf'irst Mondays ,-bei-ngheI' favored time. Connie presented the minutes. Mary moved to approve the minutes, and Ruth seconded. Julie presented the treasurer's report. An additional $17,573 was spent on the addition. Costs are staying near the estimate. Ruth moved to accept the treasurer's report, and Mary seconded. Motion passed. Raises for library personnel were mentioned as needs to present to city council. '., LIBRARIAN'S REPORT Stats: Resident cards issued Non-resident cards User fees Reciprocal cards Reported by Gail: The Collection stands at: Adult, 9733; YA, 1047; Juvenile, 3674; Filmstrips, 133. The YA section is decreasing in number because the YA nonfiction has been omitted through distribution of those books in juvenile nonfiction and adult nonfiction. Nonfiction is about to be evaluated. Rolodex information is completed and has helped greatly with fines. An overdue program is being written by a computer analyst. He will also do a catalog program. Downtown will give us an additional computer. Cabinets for the workroom are estimated at $800.00. Y., 106 42 o 6 Fines, etc. Copier fees Attendance Circulation $341.80 $162.90 3352 5142 ~.. . " A ceiling fan for the workroom would help as it gets very warm in that area. Gail will attend the Texas Library Assoc. Convention on April 18-20 in Corpus Christi. PUBLIC RE~ATIONS Book sale publicity has been completed through media broadcast and print. Flyers were also distributed. We will submit a monthly synopsis of our meetings to the local papers as a publici ty boost. BUILDING We need a fire extinguisher in the addition so that city council can approve book storage there. Earl has found a 5-ton high efficiency heat pump for $4100.00. This will cool half of the addition. The price is good through October., Supplies for the addition like fixtures, sheetrock, etc. will total about $4500.00. $200.00 will be needed to extend the sprinkler system. $300.00 remains the least expensive estimate for repainting the front sign. Margaret and Tony may try for other contacts. To brick the Library, including the addition, will cost $32,000.00. Weeds in front desperately need attention, and city personnel are not available. LAB approved paying someone $40.00 for the first clean-up and $20.00 for each time needed thereafter. A free will offering was taken on the spot! The fire inspector says the ceiling must be installed in the AC closet. POLICY The genealogical society info will be added. OLD BUSINt:SS The book sale work will begin on Wednesday, April 6, at 4:00 p.m. at the community center. Youth from Schertz Methodist will help in hauling books from the storage area. Pre-sale will be from 7:30 to 9:00 p.m. on Thursday. Connie will call Don Drake for a photo during'regular sale hours for the newspaper. Margaret will check about someone to make the large plywood birthday card for the June ten-year anniversary celebration. Earl has found a trailer and truck from Big M Automotive on Randolph Blvd. for the July 4th entry. Mr. Pred Bruce on River Road, 658-4757, will help us to decorate the float. He used to work on Randolph AFB floats. A lady on Mitchell st. used to draw the floats for him. Big M will let us have the trailer for a week to decorate. All must be returned on July 5th. ". LAB may want to man a July 4th booth. Earl's new business in Converse, Sundae ~ Best, may be a source for selling Bluebell Ice Cream. LAB members may want to volunteer time in the ticket sales booth for the city. More in May. For future dances we should consider turning beer sales over to the VFW. Liability insurance costs $1400.00 a day. Nacho sales at the Rotary Round-Up on April 17th have already been claimed by, another organization. Booths cost $30.00 each. The LAB felt we should not participate in a booth, foods nor games. Marge brought tickets for the event. We can sell tickets at the book sale, receiving $1.00 of the $2.00 cost per ticket. Mention was made of the need to fill the vacant position on the LAB. {~,. I NEW BUSINESS Texas Library Assoc. Convention is offering a workshop for advisory board members. Connie may see about trying to attend. " ...., "-. Earl received a letter from GRASP requesting donations for outfitting its new location. LAB members decided to decline. Connie moved tb adjourn the meeting. Julie seconded. Motion carried. (J . f, \---!)--1'vvl..!..1,'/ f:,)../lhJ/J-.,{./ Connle Brison, Secretary '., "-, April 4, 1988 ." , TREASURER'S REPORT FOR MARCH 1988 CASH ACCOUNT PREVIOUS BALANCE INCOME Fine Money/Copier Fees Donations Guadalupe County Budget Allotment Dance & Auction Proceeds - Additional From CD to repay City DISBURSEMENTS Beaver Island Quilting - Video Tapes Minolta - Microfilm Reader Payment to City General Fund Change from Cash Account to CD Coun~y Budget Allotment to CD PRESENT BALANCE (4-1-88) CD Cashed ($29824,00 plus $141.09 Interest) County Budget Allotment To repay City From Cash Account CD Purchased (3-14-88) $ 367.65 190.00 1437,50 21, 00 8460.00 $10476,15 $ 176.00 618.00 8460.00 .41 1437,50 $10691.91 $ 5084.79 '>, \.1.. $+ 10476.15 tJ.Ji 1'1 i);;! r (" : ,. ! i ';~ j Iy . ! ~': , 'I I ';!, ( ,~j.. _~ $- 10601,91 $ 4869.03 $ 29965.09 $+ 1437.50 $ 31402.59 $- 8460,00 $ 22942.59 $+ ,41 $ 22943.00 $- 2204~.00 0.00 , ' OPERATING AGREEMENT The following rules constitute the operating agreement between the Shertz Public Library, hereafter called the Library and the Ran- dolph Area Genealogical Society, hereafter called the Society. The Library agrees to ~llow the society to' use the meeting room at the library for meetings in the evening. Meetings are normally scheduled for 7:00 p.m. on the third Wednesday of each month. Meetings will be conducted under regular rules governing use of that space. The Library, in its genealogical section, will furnish appropriate furnishings and equipment for the society, to include but not nec- essarily limited to: shelves to hold books and periodicals boxes, file cabinets to hold phamphlets and letters, and tables and chairs at which to work. The Society will turn over its collection of genealogical books and materials which will be housed in the genealogy section. '.~ ~ All materials housed in the library become the property of the library, subject to the library's policies for acquiring, process- ing, housing, servicing, and disposition of library materials. .Materials will be available under identical circumstances to all library patrons. Most genealogy material will be restricted to use in the library. The society will furnish volunteers to help process materials. The society will furnish volunteers eight hours per week on a reg- ular basis to be scheduled by mutual consent, to help any inter- ested library patron to begin genealogical research on his/her family. This agreement is subject to termination by either party at the end of any calander year upon provision of 90 days written notice.