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06-07-20103 SCHERTZ PUBLIC LIBRARY ADVISORY BOARD MEETING June 7, 2010 Members Present: Ruth Tienor Pattie Lovelady Laura Wilson Neota Brady Mary McAllister Sonia Samora Bobbie Boyce Melissa IJhlhorn Gail Douglas Simone Bailey Sandy Keiser Margaret Riley Alternate Members: Roger Sturdy and Shonale Burke Roger Sturdy and Shonale Burke will be voting members tonight Visitors: Bob Brockman, Gail Hyatt and Priscilla Delventhal CALL TO ORDER: Mary McAllister called the meeting to order. HEARING OF RESIDENTS: Mr. Brockman advised that City Council has been ignoring him regarding the trees and shrub needing to be replaced. Warranty will be expiring soon. Also had a discussion regarding the price for the larger copies on the copy machine. REGULAR AGENDA 1. Minutes -Consideration and/or action regarding the approval of the minutes of May S, 2010. Ruth Tienor moved to accept the minutes. Pattie Lovelady seconded. Motion passed. May 3, 2010 minutes approved. 2. Treasurer's Report -Consideration and/or action approving the April S, 2010 Treasurer's Report May bookstore sales were $1,505.14 Pattie Lovelady moved to accept the April 2010 treasurer's report. Shonale Burke seconded. Motion passed. Apri12010 Treasurer's report was approved. 3. Librarians' Report -Librarians will report on the following items: • May 2010 Library usage statistics Circulation: 30,291 Patrons: 21,414 New Cards: 508 Renewals: 298 Computer usage: 4,649 ILLs: 107 Volunteer hrs: 431.25 Self check items: 10,861 Storytime: 887 Telephone 735 Total circulations have increased 47% from October to May year to date circulations. SCHERTZ PUBLIC LIBRARY ADVISORY BOARD MEETING June 7, 2010 • May 2010 Library programs and program statistics: Friday was the start of the Summer Reading Club. The room was full and people had to be turned away. The kickoff was successful. There have been 630 - 640 registered for the Summer Reading Club. • May 2010 Library fundraising statistics The only monies received this month was $25 from a piggy bank. • Fundraising campaign report - Gail Douglas circulated the beer booth schedule for the Schertz Jubilee. There will be some professional bartenders attending. Gail and Melissa will attend the TABC class. The Library Foundation will receive half of the beer booth sales. $2200 was received last year. • Library Foundation report -None. • Summer Reading Program Plans The Summer Reading Program has started and is a huge success. Additional information discussed was the link for ancestry.com being up and working in the Library. It is for library use only. Patrons cannot access it from home. Also, an extension has been filed for the Foundation tax return. It was never forwarded by the attorney's office. The accountant, Shirley Bennett did the extension. 4. Bookstore Committee Report -Committee will report on the following items: • General operation of the bookstore during the month of May All bookstore shifts have 2 per shift except Carla's. There are a couple of books that are autographed by the author and will be used in the Texana collection. A discussion was had on whether the rules and regulations should be posted in the workroom There were volunteers who wanted to use the phone in the workroom because there is no phone in the library. The phone that was in the library is still having issues with the caller id display. They will be advised they can use the phone at the desk. Also, all meals should be eaten in the snack bar area. SCHERTZ PUBLIC LIBRARY ADVISORY BOARD MEETING June 7, 2010 • Possible dates for Summer Sidewalk book sale The sidewalk sale will be on July 23rd - 25th. A discussion was had on trying to start it on Friday so as to tie in with the Summer Reading Program. Will also need a back checker to check bags for people who go into the bookstore after purchasing from the sidewalk sale. It was decided to start the book sale on Friday at 10:00 and continue it through Saturday from noon to Spm. Set up will be Friday at 8:15 a.m. The bookstore volunteers will do the clean up on Monday. Bottled water will be provided for all sidewalk sale volunteers. Advertisement in the Schertz Tales, Herald and Seguin paper was discussed. Will also get it posted on Facebook page. DISCUSSION AND POSSIBLE ACTION 5. Update on Request for Funds for Genealogy Room Materials Gail Hyatt and Priscilla Delventhall opened a discussion on the needs of the Genealogy Club. When a book is needed, they will present the request to the board along with the cost of the book. They have also been looking at map stands. They could not find one that fits their needs. May have to consider having it made. Will look for someone to possibly make it. They presented a diagram of the map stand needed. They found one that may work online for $214.00 plus shipping. Also requested old world maps to show where people came from and where they went. Maps of census years to show changes to counties and territories. One of their first speakers was Carolyn Huntsman. She wrote a genealogy on her husband's family. The book was presented to the library as a gift. Margaret Riley initiated a discussion on the policy if any, of the acceptance of genealogy books as gifts from families. The library may run out of room for these kinds of books and at some point this will need to be addressed. Gail Douglas asked here the map stand would be put due to the limitation of space in the that room. Priscilla Delventhall responded by saying that the table that is in there is not needed and could be moved. A discussion was had on the possible rearrangement of items. There will need to be a discussion in the future on what to do with the table as it was a gift to the library from a local family. SCHERTZ PUBLIC LIBRARY ADVISORY BOARD MEETING June 7, 2010 There was an open discussion regarding the requests made by the Gail Hyatt and Priscilla Delventhall. No dimensions were given for the size of the map stand requested. It was decided that all the board members would go and look at the table before a decision was made on what to do with it. The microfiche machine is old and a discussion was had on possible putting some boards over it to help with the glare. May possibly consider buying a new one. The ones that come with a printer are very expensive. 6. 4th of July Float -discussion on library float theme for 4th of July parade See Attachment. 7. Library Event -discussion and possible action on Library Board funding a "1" year celebration for the library See Attachment. ANNOUNCEMENTS 8. Items by the Library Board Members -Briefing and discussion on the following items: • Announcement on committee appointments • Correspondence received by the Secretary • Announcements by Library Board Members • Call for Items to be included in next Agenda See Attachment. ADJOURNMENT Margaret Riley moved to adjourn and Ruth Tienor seconded. Motion carved. The next meeting will be Monday, August 2, 2010. I ~ ~ ~ M 1 i ter Chairman Sonia Samora, Secretary Continuation of minutes for the Library Advisory Board Meeting June 7th° 2010. Genealogy Discussion: 1. Can we obtain a newer microfiche reader for the genealogy room? 2. Could we research the possibilities for a map storage bin? Float 1. Old train was destroyed by facility maintenance guys. 2. New train is needed. 3. We need to set a new time to meet. 4. After discussion is was decided that Gail would call Board Members to inform them of work day time and place. Anniversary Party Discussion: 1. A Party celebrating the first anniversary of the library's grand opening was proposed. 2. The Board agreed to finance it with a budget not to exceed $2500. Ruth made the motion and Roger seconded it. Announcements: 1. Bookstore committee reminded board members of the book sale in July 2. Craft items would be sold at the book sale 3. No Board Meeting in July 4. Next meeting August 2, 2010 Margaret made the motion to adjourn and Ruth seconded it.