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Library Advisory Board Minutes - 02/22/2000LIBRARY ADVISORY BOARD MINUTES February 22, 2000 MEMBERS PRESENT: Jim Bracket Jim Semoe Ruth Jones Andrea Williams Irene Lambert Valda Jones, Acting Chair EX- OFFICIO MEMBERS PRESENT: Arthur Bea Williams, Council Liaison Robert Powers, Assistant City Manager Beverly Kouri, President of Friends of the Library Linda Hughes, Library Administrator CITY CLERK'S OFFICE Date 05- ta–,-4_7� By P,(!_ _T i m e `9 -CZ)d- MEMBERS ABSENT: Jim Snowden, Chair Shirley Harris Ms. Jones called the meeting to order at 4:15 P.M. Ms. Hughes introduced Lana Homer, Circulation Manager. Ms. Hughes explained that Ms. Homer's position was newly created when the Library moved. She is a para - professional, a supervisory position that does not require a Master's Degree in Library Science. Ms. Horner said that one of her primary responsibilities is to schedule the coverage of the Circulation Desk, taking into account the two shifts, various days off, responsibilities of Library Assistants assigned to areas other than Circulation, illness, vacations, meals, etc. She presented a copy of the spreadsheets she uses to schedule and track desk assignment rotation. She also schedules the part-time pages who re- shelve returned materials, working around college class schedules that may change every semester. Ms. Horner is also responsible for scheduling coverage of the Computer Laboratory. Ms. Horner trains and monitors performance of all personnel who work in the Circulation Department. She provides input concerning performance to the various department heads for staff evaluations. She said that recently the Library hired two Library Assistants who work mainly evening shifts. This has eased the scheduling complexity. Ms. Horner issues the tickets for "unlawfully detaining Library materials." She explained that tickets are only issued as a final resort. The computer generates three overdue reminders at one week overdue, 3 weeks overdue and 5 weeks overdue. The ticket is issued 7 days after the third notice, which includes the message "Notice of Intent to Prosecute." Ms. Horner must also provide the supporting documentation to the Prosecuting Attorney's office —list of unreturned materials, dates of notices sent, and borrower's information, along with the written citation. Ms. Horner always checks the shelves for the materials prior to issuing the ticket. Ms. Hughes explained that if the materials were returned after the citation is issued, or they are paid for, Ms. Horner sends notification to the Prosecutor indicating that the borrower's record has been cleared and the case may be dismissed "if it so please the Court." The Library does not make that decision. In response to a query as to how many libraries have such a procedure, Ms. Hughes said that most of the medium to large libraries, not only in Texas, but nationally have some sort of legal mechanism for reclaiming overdue materials. Proposed legislation was introduced in both of the last two sessions to make unlawfully detaining Library materials a State offense with some rather hefty fines. Ms. Horner also tracks the fines and fees and makes the deposits. She keeps running tallies on receipts from the various copiers, public printer, donations, gifts, Friends of the Library book sale receipts, and Inter - library Loan fees. She services machines as necessary, and trains personnel in the use and servicing of the various pieces of coin or card - operated equipment. She is responsible for requesting supplies and publications for her department. She contacts borrowers who return materials with damages or parts missing. If the parts are not returned within one month, she places the appropriate charges on the borrower's record with explication and dates of contact. Ms. Jones remarked that Ms. Homer must be a very busy lady. The Board expressed appreciation for Lana's hard work. Ms. Jones declared a quorum to be present. The minutes of the January 2000 meeting were approved as submitted. She then called on Ms. Hughes for the Librarian's report. Ms. Hughes said that February had been a very busy month. She said that the cataloging backlog was rapidly decreasing; however, one of the catalogers is scheduled for a kidney transplant in March, so it will be necessary for the other librarians to continue to help for a few more months. She said that Phase I1 of the Parks renovation has begun. Some of Parks and Recreation classes have been moved into the Library meeting rooms. She stated that the staff long -range planning committee has been placed on hold temporarily as the professional staff is currently focusing on the budget for the next fiscal year, compiling the information necessary to project budgetary needs. Ms. Hughes also reported that the Texas Library Association had notified her that she had been selected to receive the SIRS Intellectual Freedom Award for the state of Texas for 2000. It was rather a surprise and quite an honor for Wichita Falls Public Library. No New Business was introduced. Under Old Business, Ms. Hughes presented the Board's with a sample long -range plan from another Library. She said that survey questions need to be developed to obtain the type of information that will support the areas listed in the plan. She asked the members to read the plan and the draft Texas Library standards. She and Ms. Morrison, Assistant Administrator/Information Services, have been studying the new proposed state standards. The areas needing immediate attention in order to meet the recommended standards were marked for the Board's consideration. Improvement in these areas should be included in the plan. Ms. Hughes said that currently, the funds received from Texas Library System membership are small. However, if the Direct Aid to Libraries, which passed the last legislative session is funded in this session, she expects the standards to become linked to funding levels as well as population. Ms. Hughes asked the Board Members to bring suggested questions for a customer satisfaction survey to the next meeting. Ms. Kouri reported from the Friends of the Library. The Friends remain in a solid financial position at present and continue to be responsive to the program and service needs of the Library. They recently agreed to provide bags of microwave popcorn for the Adult Summer Reading Club. David Sinclair, Program Chair, presented an interesting program on professionally reviewing books for periodicals. Ms. Kouri said that more active participation is needed by the membership to support programs and activities of the Friends group. The book discussion group sponsored by the Friends has been a very successful program with lively debates on the merits of a variety of books. She is going to attend a workshop in Grand Prairie on the operation of Friends groups and hopes to come back with ideas to promote more active participation. As usual, Ms. Kouri encouraged the Board Members to attend the Friends meetings and shop in the bookstore. Ms. Hughes asked the Board to read the article from Library Journal on e- books. Wichita Falls Public Library has been offered a chance to participate in a pilot program receiving 1500 e- books at a reduced price. The staff will be making a decision soon as to participation in the program. This would the beginning of a digitized collection available through the Library. Ms. Jones announced the next meeting to be Tuesday, March 28, 2000, at 4:15 P.M in the Library Conference Room She adjourned the meeting at 5:00 P.M. Respectfully submitted, Linda Hughes, Library Administrator