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09-20-1989 (Library) Agenda Packet AGENDA RITA & TRUETT SMITH LIBRARY BOARD MEETING, CITY OF WYLIE, TEXAS WEDNESDAY, SEPTEMBER 20, 1989 6:30 P. M. LIBRARY WORK ROOM 800 THOMAS STREET CALL TO ORDER ORDER OF PAGE BUSINESS REFERENCE BUSINESS 1 1 - 6 Consider approval of the minutes for the May 16th, June 20th, and July 18th meetings 2 Presentation by Mr . Charles Norwood, City Manager 3 7 Discussion of duties and responsibilities of the Library Board Members 4 Adjourn NOTICE OF REGULAR MEETING Notice is hereby given that a committee of the City of Wylie will meet in regular session on the day of -/4() , 1989 , in the work room of the Rita and Truett Smith Library at 800 Thomas Street, Wylie, Texas for the purpose of considering the attached Agenda . Caroly ones%, ity Secretary POSTED THIS THE ///577), DAY OF /4 ; 1988 , AT / 2,W / m. LIBRARY BOARD MEETING MINUTES MAY 16, 1989 The Library Board of the City of Wylie met in regular session on May 16. 1989 at 6: 30 p. m. in the workroom of the Rita and Truett Smith Library, 800 Thomas, Wylie, Texas. A quorum was present and notice of the meeting was posted in the time and mannor required by law. Those present were Rita Smith, Cathie Upshaw, Valerie Wiggins. Betty Stephens, and Carolyn Jones, City Secretary. The meeting was called to order by Betty Stephens at 6:40 p. m. , in the absence of Robert Fultz, Chairman, and Carol Barry, Vice-Chairman. Valerie Wiggins was sworn in as a Library Board member by Carolyn Jones, City Secretary. SUMER READING CLUB REPORT. New City Manager, Charles Norwood has stated that we not ask for community donations for library staff or summer children' s leader for the Summer Reading Club. It is permissible for local donations for books, equipment, etc. , but not for personnel . This changes the plans somewhat as we had hoped to have Beth Brewster handling the major planning and execution of the program. This would have enabled us to provide services for children in other areas, such as Southfork community, etc. that cannot get to the library programs as easily as others. Staff is so limited, even with volunteers helping, that the director cannot be away from the building for these additional areas. Cathie Upshaw will be available for planing and activities, and we hope to use other volunteers. There are several teenagers in a government program that should be here to help in late June. C. Upshaw and the director will be providing Tuesday and Thursday activities for two months, June and July. Story Hour will continue at 10: 00 a. m. on Wednesday and Thursday, taught by C. Upshaw and Valerie Wiggins. Kay Daniel and the director will be taking information to different schools, telling the students about the summer reading club plans and activities. GENERAL DISCUSSION. a) Complaint registered about book in the juvenile section, Craven House Horrors. Board agreed to keep book in the library, and notify parent that the book would not be removed. Parent thought that the book would influence children to get envolved in the occult. the pictures were "scary", and "Santanic" . The book by Hilary Milton, is a Choose Your Own Adventure for ages 9-12. Board will recommend that the book be placed in a section for older readers. Meeting adjourned. Betty Stephens, Acting Chairperson Respectfully submitted, Rosanne Burgess, Library Director LIBRARY BOARD MEETING MINUTES JUNE 20, 1989 The Library Board of the City of Wylie met in regular session on June 20, 1989 at 6:30 p.m. in the workroom of the Rita and Truett Smith Library, 800 Thomas, Wylie, Texas. A quorum was present and notice of the meeting was posted in the time and manner required by law. Those present were Robert Fultz, Rita Smith, Cathie Upshaw, Mary Jo Smith. Carol Barry, Valerie Wiggins, and Library Director Rosanne Burgess. The meeting was called to order by Robert Fultz, Board Chairman. REPORT QF THE SUMMER READING PROGRAM. Theme for 1989 is Creature Features. A display of some of the currently completed crafts were discussed. The children are being divided into two groups by age, because there are more than 75 children at times. Stories and book talks, crafts, games and activities, including films, keep them involved from 2 til 4 p. m. each Tuesday and Thursday. There have been over 215 registrations. The older age group is working on their own newspaper. Every child is being encouraged to build on their own individual talents, stressing that the library is a fun place to read. These activities present quality cognitive learning experiences. COMPUTER UPDATE. The library personnel and teen-age volunteers are working to obtain (if possible) another computer for use in the workroom for data entry on our materials, etc. As books are checked out, the information is entered into the computer on a temporary label , and while the book is out, the data record can be completed. Only the currently circulating books and non-print are being entered, for two reasons. One, the materials will show which ones have been used recently, which will help us determine what should remain on the shelves. Two, the library is able to remain open and in full use while the computerization of the material is completed. There are some computers at the schools which we might be able to borrow, and Mr. Witt will let us know. GENERAL DISCUSSION a) Introduction of new Board Members, Jan Morgan and Barbara Jennings. b) Discussion of postponement of story time at Southfork Community because of shortage of staff and volunteers at this time. c) The Lay Representative for the library board will be present at the NETLS regular system meeting, July 28, 1989 at Kilgore, Texas. John Pitstick, former City Manager for Wylie, will be presented an award for Citizen of the Year. d) June 24-27 will be the American Library Association meeting this year in Dallas. Any Board Member wishing to go to see the exhibits, etc. can be given a pass that the Director received. e) Discussion of presentation of tapes, movies, speakers, handouts, etc. for a program presented by the "Girls Clubs of America" . This program is designed to combat teen-age pregnancy for girls 9-15 years old. Further discussion will follow at the next board meeting when the director has more information. f) Discussion of pastdue books penalty and fines. We must follow through on regaining these materials. There is an ordinance in effect regarding late materials. g) Policies and Procedures Manual is on the "back burner" til the Summer Reading Program is finished. h) Budgeting of large items such as the bike rack, cassette copier, file cabinet, shelving mailing and printing are not yet on the budget this year. These items are projected to be in a five year plan. i) The Director went to a meeting recently held by the Texas Municipal League regarding present and future needs for Collin County. Training for teenagers and transportation were among some of the problems discussed. j) Robert Fultz said good-bye to the Library Board. k:) Kay Daniel said a word of thanks to Carol Barry and Robert Fultz for their untiring efforts in behalf of the "Save the Library Day" last fall . Meeting Adjourned Robert Fultz, Chairman of the Board Respectfully submitted, Rosanne Burgess. Library Director LIBRARY BOARD MEETING MINUTES JULY 18, 1989 The Library Board of the City of Wylie met in regular session on June 20, 1989 at 6: 30 p.m. in the workroom of the Rita and Truett Smith Library, 800 Thomas, Wylie, Texas. A quorum was present and notice of the meeting was posted in the time and manner required by law. Those present were Rita Smith, Cathie Upshaw, Mary Jo Smith, Valerie Wiggins, Barbara Jennings, Library Director Rosanne Burgess, and Carolyn Jones, City Secretary to administer the oath of office. The Meeting was called to order by Rosanne Burgess, due to the fact that the former Chairman and Vice-Chairman were no longer on the Board. ADMINISTER OATH OF OFFICE TO NEW BOARD MEMBERS AND REAPPOINTED MEMBERS. City Secretary administered the oath of office to Valerie Wiggins, Jan Morgan, Barbara Jennings, and Cathie Upshaw. ELECTION OF CHAIRMAN FQR THE BOARD. Mary Jo Smith by acclamation. ELECTION OF A VICE-CHAIRMAN FOR THE BOARD. Jan Morgan by acclamation. Rosanne Burgess requested that we consider approval of a Secretary for the Board Minutes, as she is often making reports to the board, and involved in the discussions. Valerie Wiggins volunteered to be Secretary. Appointed by acclamation. Board members unable to attend meetings should call Valerie Wiggins. CONSIDER APPROVAL OF MINUTES FOR APRIL 18: 1989. The minutes of the April 18th meeting were approved as written. DISCUSS DUTIES AND RESPONSIBILITIES OF THE BOARD MEMBERS. Mary Jo Smith was re-appointed by acclamation to continue in her position as Lay Representative to NETLS. Rita Smith and Karen Williams are alternates. The Library Director must attend three of the four NETLS System meetings a year, and the Lay Representative also attends. Any Library Board member is welcome to attend the System meetings with them. and learn more about the State-wide System of Libraries. Cathie Upshaw explained some of the training meetings and workshops that she attended this Spring, and suggested that they are very helpful in understanding how to better serve library patrons. Further discussion of duties and responsibilities was tabled until the September meeting. S OgNEMAINVIVIVI- a) R. Burgess reported that the new City Manager, Charles Norwood, is supportive of library boards and the future needs of the library. He will be invited to the next board meeting. b) Budget workshop for the library and other departments will be held Saturday at Lake Savoy. c) Plans should be made in the fall for the Christmas Parade Float or trailer entry. d) We need to plan a fund raiser for the coming year. e) August 22nd will be the volunteer orientation at the library, with child care provided next door by Cathie Upshaw . f) Ronald McDonald is coming on August 3rd for a program called "Reading is Cool " . g) Discussion of library' s ability and availability to teach adults to read through a literacy program. h) Certificates of appreciation will be presented to the summer volunteers at an August City Council Meeting. Meeting Adjourned Mary Jo Smith, Chairperson Respectfully submitted, Rosanne Burgess, Library Director RITA AND ?ROETT SMITU LIBRARY BOARD DUTIES AND RESPONSIBILITIES 1 . To make certain that the library prepares a satisfactory plan with goals, objectives, priorities, programs, and activities and to participate in the drafting and continual review of the plan. 2 . To assure the general efficiency and progress of the library 3 . To maintain good relations with local governments and secure the interest of the library in the overall governmental organization and financial structure and in local planning and improvements. 4 . To weigh financial needs in relation to goals and objectives and to see that these needs are convincingly presented to the public and to the appropriating authorities . 5 . To understand the functions of a library director giving that employee a free hand in administrative matters , lend support, and help overcome weaknesses , if any become evident . 6 . To consider , formulate, and decide on policies, as initiated and presented by the library director . 7 . To understand the functions and qualifications of the staff at its different levels, supporting the library director in finding and appointing a staff of high quality and in securing an adequate salary scale. 8 . To keep in touch with the organization and activities of the library and to measure results in services , costs , and reader satisfaction. 9 . To enlarge public and official understanding of the library and its purposes, problems and progress 10. To understand, question, and advise on matters that affect public relations , such as services to readers , finances, operating costs, and staff welfare, and to place on record its decisions on such matters .