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LAB 01-09-1984 . , " o 0 r- y-ec-{ ~.. J LIBRARY ADVISORY BOARD MINUTES The Library Advisory Board met in regular session on Monday, January 9, 1984, at 7:00 pm. Members present were: Harriett Lipps Tony Paulson Fred Ross Mayor Earl Sawyer Ex-Officio - Adolph Aguilar Fred Ross moved that the minutes of December 5 be approved. Margaret seconded. Evelyn Rogers, Chairman Julie Parr, Treasurer Doris Courtney, Secretary Ruth Tienor Margaret Riley TREASURER'S REPORT (see attached) Julie asked and a decision made that the Marion Shannon money will go into young adult. The check given to Gail from the Lions Club will go into the CD. We have not yet received a bill from R. J. Sheppard for the $96 for delivery. Harriett moved that the Treasurer's Report be approved. Tony seconded. LIBRARIAN'S REPORT Julie reported statistics: 51 Resident Story Hour - 27 18 Non Resident Fines - $69.30 2 User's Fees Circulation 1,741 6,987 - Adult; 1,168 young adult; 2,528 juvenile -Average circulation for the year is 2,387.3 BUILDING Building is fine - shelf with nick; study car~~~ needs bolts and screws. Margaret said Linda Burris will deliver the Plumbago plants later on. A decision on the $27~0 received from the county will be tabled until the new officers are in this month. POLICY Julie recomm~ed that the policy for the library, Section III.C.; by-laws, Article III, Section 1 and Article III, Section 4 be amended as attached. All agreed. OLD BUSINESS The plaque from the Lions Club has not been received. NEW BUSINESS oFf Ie evJ The Nominating Committee selected the following for t-year terms on the Advisory Board: Tony Paulson - Chairman;Ruth Tienor - Vice-Chairman; Julie Parr - Treasurer. Unanimously voted in. T~~;':eq~~~;e~n~~;t<; ~~'r~o~~~{'er Fred Domi~ as a replacement for 'Dona Grainger 0 The Book Sale will be March 28 - April 10 Adolph Aguilar will bring the subject up at the workshop if the surplus property should be put in the Book Sale or Auction 0 Harriett moved we adjourn. Fred seconded. A meeting with the Humane Society concerning the Las Vegas Nite was held after the board meeting. . - ,'.r, ~ ,'.1? /(.. ___- :' . ',' .I, ! I / f _ '. . Iv\.- {} {,. '-<? . '/ . L tL?L/t {//IJ{/ DORIS M. COURTNEY, SECRET~Y v' 2 January 9. , 984 TREASURERS REPORT FOR DECEMBER 1983 GENERAL ACCOUNT PREVIOUS BALANCE S 1682.17 INCOME Donations: Memorial $ '5.00 Dot Harborth 60.00 Seguin Librarian 5.00 Fine Money 77.85 Users Fees 25.00 Meeting Room Dl~~?Depo61t 30 . 00 Change from cashing CD .47 S 213.32 $+ <13.32 DISBURSEMENTS John's Welding - flag pole $ 320.00 Cibolo Lumber 74.56 Users Fees to CD 40.00 $ 434.56 $- 4"34.56 PRESENT BALANCE ( 9 Jan 84) $ '460.93 CD Purchased In General Account $ 1761.47 J+ 40.00 '$1801.47 J- 1801.00 S .47 CD Cashed ($ 1750.00 plus $ '1.47 Interest) Users Fees to CD Policy recommends that the Policy of the Schertz Public Library be amended as follows: Section III. C. Meeting Room ... change to read ~.. The meeting room will be available to civic, cultural, and educational groups which are non-political and non-sectarian in nature. Specifications for use of the meeting room have been established by the Library Advisory Bpard and the City of Schertz, and a copy is attached herewith. LIBRARY MEETING ROOM POLICY RENTAL HOURS: Days: Monday through Sunday Hours: 8:30 AM to 11:00 PM(may be extended with prior approval of the City Manager. GROUPS: Civic, Cultural, Educational, and etc. FEES: Deposit: Cleaning--$30.00 Damage----$30.00 Will be refunded by mail within fifteen(15) days after use of the meeting room. Any cleaning fees or damages assessed will be deducted prior to refund of deposit. Rental: $20.00 for the first four hours $5.00 for each additional hour. City civic groups may apply to the city manager for use of the meeting room at no rental cost. They will be required to make a cleaning deposit only. Cleaning deposit will be refunded as above if the meeting room is left in the same condition in which it was in at the beginning of the meeting. RENTAL AGREEMENT: Any group wishing to rent the Library Meeting Room will fill out a rental agreement form at the Municipal Complex, 1400 Live Oak Road and pay all fees at the time that rental is confirmed. KEY: The key will be picked up from the Police Dispatcher no earlier than thirty (30) minutes prior-to rental---time uand returned to the Dispatcher within thirty (30) minutes after close of rental time. Cleanup time will be included in rental time. INSPECTION OF PREMISES: The user shall contact the librarian, or the police dispatcher if the library is closed, to report any damages or disorders that the user finds, in order that he not be held responsible. An employee of the City,. or representative thereof, will inspect the meeting room after 'each function to determine if it is clean and undamaged. ALCOHOLIC BEVERAGES: The serving of alcoholic beverages will not be permitted in th~_meeting_room. MEETING CAPACITY: The maximum number of persons the Library Meeting Room may accomodate as set by the Fire Marshall is ~O persons. ANTI-DISCRIMINATION: It is understood that the premises are owned by the City of Schertz; and that any discrimination by Lessee, its agents or employees, on account of race, sex, color, religion, or national origin, in the use of or admission to the premises is prohibited. CANCELLATION BY CITY: Violation by Lessee of any covenant, agreement or condition contained herein shall be cause for termination hereof by City, in which case Lessee shall be entitled only to refund of unused portion of any payment made by it. In addition, the City may likewise cancel this agreement if the Lessee should,/prior to the date of occupancy hereunder, violate any covenant agreement or condition in any other agreement which the Lessee might have for lease of Library facilities. Written notice of such cancellation will be given the Lessee by the City Manager. Policy recommends that the Library Advisory Board of the Schertz Public Library By-Laws be amended as follows.: Article III. Section 1. ... change to read ... The Library Advisory Board shall consist of nine (9) members, seven (7) of IThich must be residents of the City of Schertz and two (2) of which may be chosen from areas of Guadalupe County serviced by the Library. An alternate four (4) and five (5) members shall be appointed each year by the Schertz City Council for the term of two (2) years. Policy recommends that the Library Advisory Board of the Schertz Public Library By~Laws be amended as follow~: Article III. Section 4. ... change to read ... Nominating Committee. The Library Advisory Board Chairman shall appoint a nominating committee of three (3) Board members at the October meeting of the Board. The duties of the committee are to recommend for the Library Advisory Board's approval the persons to be appointed to the Board for the expiring two-year terms. Suggestions or recommendations by the Librarian or other Board members may be made to this committee for their consideretion. The committees nominations shall be submitted to the Board 8.t the November meeting. Additional nominations may be made at that time. In the event that additional nominations result in more nominees than necessary to fill the expiring terms, a secret ballot ~ill be taken Dith the required number of persons Dho receive the most votes being approved for appointment to the Board. The Board TIill then recommend to the Schertz City Council the persons to be appoint- ed to the Board. At the December meeting of the Library Advisory Board the nominating committee shall recommend from the members of the Board, persons to serve as Chairman, Vice-Chairman, Treasurer, and Secretary of the Library Advisory Board. Additional nominations may be made at that time. The names of the selected Chairman and Vice-Chairman ~ill be submitted to the Schertz City Council for appointment. S:SZ S~CTIOI; 7, VACA1-JCY IN OFFICE.