03-14-1988 (Library) Agenda Packet DATE POSTED 3-11-88
TIME POSTED 10:00 A.M
AGENDA
LIBRARY BOARD MEETING
MONDAY, MARCH 14, 1988
6:30 P. M. RITA & TRUETT SMITH
LIBRARY WORKROOM
800 THOMAS ST.
CALL TO ORDER
ORDER OF PAGE
BUSINESS REFERENCE BUSINESS
1 1 - 3 Consider approval of minutes
of February 8th meeting
2 Oral Presentation of plaque to
Beverly Shockley
3 Oral Discuss letter from Fifth
Graders and possible display
of letters
4 Oral Discuss status of Coordinator
and volunteer program
5 General Discussion
6 Adjourn
LIBRARY BOARD MEETING
MINUTES
FEBRUARY 8, 1988
The Library Board of the City of Wylie met in regular
session on Monday, February 2, 1988. A quorum was present
and notice of the meeting had been posted in the time and
manner required by law. Those present were Vice Chairman
Pat Zimmerman, Members Carol Barry, Judy Lippe, Mary Jo
Smith, and Rita Smith, City Manager John Pitstick, City
Secretary Carolyn Jones, Librarian Kay Daniels, Elizabeth
Crabbs from NETLS. Chairman Robert Fultz and Betty Stephens
were absent.
Vice Chairman Zimmerman called the meeting to order.
APPROVAL OF MINUTES: Vice Chairman Zimmerman read the
minutes into the record and called for a motion. Mrs . Rita
Smith wanted to know if the minutes could reflect only the
motions and votes taken and leave out all of the
discussions . City Manager John Pitstick said the minutes
could be briefed up but the Council receives all minutes
from all the boards—of the City and this helps to keep them
informed . Motion was made by Mrs . Carol Barry to approve
the minutes as read. Seconded by Mrs . Rita Smith. This
motion passed with all in favor.
PRESENTATION BY ELIZABETH CRABBS FROM NETLS: Mrs . Crabbs
stated that she would be more than glad to help in any way
possible to get the training programs started and set up.
First thing that is needed is to form a committee to set up
the program. In setting up this program, the following
steps will should be followed:
1 . Appoint a volunteer coordinator
2. Decide what assignments volunteers can perform
3. Write job description for each job
4. Announce the jobs just as you would if you intend
to employ
5. Interview volunteer applicants
6 . Select applicants you want and have them sign
agreements
7 . Prepare orientation packets
8 . Give each applicant an orientation to the Library
9 . Give strong orientation to the position an
applicant will fill
10 . Evaluate the volunteer periodically
11 . Keep a running record of the hours each volunteer
works
12 . Report, monthly, the number of volunteer hours
worked by citizens
13 . Provide an annual recognition of volunteers and
volunteer coordinator
Ms. Crabbs also brought to the board two books on volunteer
programs and told the board they could use them for a few
weeks . Mrs. Barry wanted to know if the committee could be
someone other than the board. Ms . Crabbs said it can be
anyone, but get the program organized before you start using
volunteers .
City Manager John Pitstick ask for a job description for the
coordinator and stated that staff would help get an
orientation program put together. City Manager John
Pitstick said there were some jobs that could be done at
home, such as public relations, as new releases on books
written up for the paper .
Kay Daniels stated the following were some of the jobs that
could be done by volunteers :
1 . clerk - wait on the customers
2 . empty book drop and process books back on shelf
3 . read shelves
4 . light filing
5 . story hour for children
City Manager John Pitstick wanted to know how much training
was recommended for these volunteers . Ms. Crabbs said about
one half (1/2) day of orientation. Ms . Crabbs also said
there were slide presentations on how to shelve books and
films on how to handle story hour . City Manager John
Pitstick said assuming we have a lot of volunteers, how soon
do you think we could extend the hours. Ms. Crabbs said you
would need to have a lot of responsible people. For the
first few months, you would not want to have them here
without the Librarian. Make the volunteers understand that
this is a job. Never leave one person in the Library alone.
All volunteers should be required to work at least three or
four hours per shift.
City Manager John Pitstick asked the Library board for some
direction in finding the coordinator . What kind of person
does the board want for this position. Librarian Kay
Daniels said to place an ad in the paper for volunteers.
Ms . Crabbs said the coordinator needs to be able to work
with the committee in looking for volunteers, in writing ads
for the paper, knows as many people in town as possible,
begins the supervision of the orientation and needs to
remember that he/she works under the Librarian. The
committee should instruct the coordinator. Ms . Crabbs said
the volunteer committee should come from the Library Board
and any other they so chose to put on the committee.
After much discussion, the Board decided on the following
for the committee: 7 member Library Board, the Librarian,
two staff member from City Hall , One Council Member and Mrs.
Jan Morgan, one of the Friends of the Library. The
committee will have its first meeting on Saturday, Feb. 13 ,
1988 at 9:30 A.M. in the Library.
Chairman Robert Fultz said that the board needed to give the
Librarian some rules and guidelines and to have them not
over lap with what the coordinator has.
There was some discussion about being able to maintain the
system membership since the budget has been cut . Ms. Crabbs
said that the Annual Report needed to be filed and that the
membership is based on the past three years expenditures.
Take the last three years expenditures, divide them by three
for an average and that is what your budget needs to be for
the up coming year. You should be okay for this year, but
next year may be close. The Librarian or a representative
from the library needs to make at least three out of four
system meetings and attend three out of eight work shops.
There being no other business, a motion was made by Mrs.
Reta Smith to adjourn. All were in favor .
Robert Fultz , Chairman
Respectfully Submitted,
Carolyn Jones, City Secretary