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Library Advisory Board Minutes - 04/24/2001LIBRARY ADVISORY BOARD MINUTES April 24, 2001 MEMBERS PRESENT: Dr. James Snowden, Chair Irene Lambert Ruth Jones Gracie Gregg Jim Brackett Patsy Klein Dr. James Semoe Andria Williams EX- OFFICIO MEMBERS PRESENT: Arthur B. Williams, City Council Liaison Robert Powers, Assistant City Manager Linda Hughes, Library Administrator Shirley Hams Dr. Snowden called the meeting to order at 4:20 P.M. CITY CLERK'S OFFICE Date By PC Time Mrs. Hughes introduced Eric Terry, Computer Lab/ Supply Inventory Library Assistant. Eric explained that he is responsible for receiving all requests for supplies. He searches multiple vendor catalogs to find the best product at the lowest price. He then inputs the orders onto the correct form depending on who the vendor may be and what the City's Purchasing Department requires. He also tracks the inventory of supplies on hand, generating orders as needed to keep supplies on hand above a predetermined minimum level. He notifies the Administrator of need to budget for major ticket supplies, such as letterhead. Eric follows the orders through the whole process from generating the order to receipt of goods, sending completed invoices to the Assistant Administrator - Operations for payment. Eric also teaches the Internet classes. He said that currently he is only offering beginning classes, but had taught intermediate in the past and hoped to generate interest in it again, as well as an advanced searching class. He also helps Lab users who have difficulty with word processing, or the computer equipment. He makes sure the Lab policies are posted and followed by users, keeps supplies of forms and permission slips available for the Assistants who spell him in the Lab. In addition Ms. Hughes said that Eric also works the Circulation Desk, where he is popular with patrons for his friendly, helpful attitude. The Board commended Eric for his good work. Dr. Snowden declared a quorum to be present. The minutes of the February 2001 meeting were approved. Dr. Snowden congratulated Ms. Hughes on winning the American Library Association's John Phillip Immroth Intellectual Freedom Award. She thanked the Board for their support and announced that ACLU lawyer John Horany had been selected to receive the American Library Association's Intellectual Freedom Foundation Award. Dr. Snowden asked Ms. Hughes for the Librarian's report. Ms. Hughes reported that she and the two Assistant Administrators had attended the Texas Library Association Conference in San Antonio. Ms. Hughes was a presenter during one of the daylong programs dealing with library services to teenagers and intellectual freedom issues. She and Ms. Humphris also participated in a special story time event at the San Antonio main library. Ms. Hughes said that Systems Administrator Annette Britain has recently returned from Utah where she spent several days setting the parameters for the new Horizon software. Senior staff members are now able to look at a small training database set up by the vendor and begin learning how the new system will work. Ms. Hughes said that Horizon will be much easier to use for both customers and staff. Trainers will be on site in August to train part of the staff who will in turn train the other staff members. Ms. Hughes announced that a new Library Assistant, Cleeta Noland, and a new Page, Cassie Flynn had joined the staff, putting the Library back at full staff for the first time since December. Ms. Hughes said that the City is entering the budget development cycle. Thanks to the Texas State Library's TexShare Electric Library program, some previously funded subscriptions will be dropped from the Library budget and funds applied to new reference subscriptions. There being no New Business, Dr. Snowden asked for an update on the Lone Star Libraries Program under Old Business. Ms. Hughes said that there are currently two figures under consideration. The Senate Finance Committee had identified 1.2 million for the direct aid program. The House Appropriation Committee had identified 2.4 million for the program. While both sums are considerably less than originally requested, public librarians were gratified that the program was going to be established as part of the on -going budget of the Texas State Library and Archives Commission. The final figure will not be known until the State Biennial Budget passes both Houses of the Legislature. Ms. Hughes said that the letter - writing campaign in support of the program continues. In the absence of David Sinclair, Friends of the Library liaison, Gracie Gregg presented the Friends report. The Friends purchased the promotional items for National Library Week and summer reading clubs. The Friends voted to give Richard Guinn a scholarship to help fund the final semester of his Master's Degree program. The Friends will present a program in October featuring a popular photographer who lives in Benjamin, Texas. The Friends have received the new shipment of card sleeves. These will be available at the Circulation Desk. The protective sleeves for library cards have been very popular with library customers and advertise the work of the Friends. Ms. Hughes announced that due to health reasons Martha Allensworth is resigning as the West Region's member of the Board of Directors of the North Texas Regional Library System. Library Advisory Board member Irene Lambert will be assuming those duties, ensuring a continuing strong representation of the interests of the West Region in the NTRLS budget and plan of service. Dr. Snowden announced that the next meeting will be Tuesday, May 22, at 4:15 P.M in the Library Conference Room. He adjourned the meeting at 4:57 P.M. Respectfully submitted, Linda Hughes, Library Administrator