Library Advisory Board Minutes - 05/25/1999LIBRARY ADVISORY BOARD MINUTES
May 25, 1999
MEMBERS PRESENT:
Jim Snowden, Chair
Al Sutko
Irene Lambert
Ruth Jones
Valda Jones
Andrea Williams
Richard Day
EX- OFFICIO MEMBERS PRESENT:
Arthur Bea Williams, Council Liaison
Thomas Pipes, President Friends of the Library
Robert Powers, Assistant City Manager
Linda Hughes, Library Administrator
MEMBERS ABSENT:
Patsy Klein
Jim Bracket
The meeting was called to order at 4:22 P.M. by Dr. Snowden. He welcomed the new Council
Liaison, Ms. Williams. Ms. Hughes introduced Annette Britain, Systems Administrator. Ms. Britain
explained that she is the on -site computer official. She maintains both hardware and software applications
for the Library, contacting the City's IS Division as necessary. As a Librarian II, she is active also in team
management and planning. She is in charge of all staff training that involves computer application, and is in
charge of the Computer Laboratory, although the actual manning of it is done by Library Assistants or other
Librarians. Ms. Britain's expertise in grant writing has netted in excess of $100,000 in funds for hardware
and software. She works closely with all Library departments to plan the best use of computers to
accomplish necessary tasks.
Dr. Snowden announced that a quorum was present, the minutes of the April 27, 1999, meeting
were approved as submitted. Dr. Snowden called on Ms. Hughes for the Librarian's Report. Ms. Hughes
said that it had been a busy month with budget preparation, workshops, committee meetings, tours of school
children, and preparing for the Summer Reading Clubs. The Children's Librarian and her Assistant have
visited numerous schools, PTA meetings, and youth facilities to encourage participation in the summer
activities. A new Librarian has been offered the in -lieu position in Genealogy provided she passes her
physical. A Library Page is being promoted to fill the vacant Library Assistant position. David Thompson,
Librarian I— Reference, has resigned so the staff will continue to work short- handed, putting in many extra
hours. Librarians are still working hard to catch up the backlog of cataloging and finish selecting this fiscal
year's materials.
Under New Business, Ms. Hughes presented the Library's budget request for fiscal year 99 -00, as
had been requested in a previous meeting. She invited comments and questions. She reminded the Board
that as population in the city has increased, demands for services have increased on all City departments.
Mr. Powers explained the process of budget review by City staff and Council. He said that the Council
holds two open meeting budget hearings if any Board Members were interested in attending.
Dr. Snowden then asked the Board to prepare themselves to participate with the Library staff in
developing a long range plan for services. He said that this fall the Board would begin considering service
areas and the Library Mission Statement. Ms. Hughes said that the Board might want to develop a citizen
survey and use the results to plan for future services as well as the expansion or diminution of current
services.
Also under New Business, Ms. Hughes said that North Texas Regional Library System had been
notified by the Texas State Library and Archives Commission that to ensure more order in records, all
System Assembly Representatives' terms will arbitrarily expire this year in July. Governing bodies are
asked to appoint the Assembly Representative for a term from July, 1999 to July, 2001. It is also
recommended that an Alternate Representative be appointed to ensure that the Library has a vote in System
business, since only the Representative or Alternate may cast ballots. Andrea Williams volunteered to
accept appointment as Alternate Representative. The motion was made and approved that the Board
recommend that Dr. Snowden's appointment be extended to June, 2001, and that Andrea Williams be
appointed as Alternate Representative for the same two year period.
Under Old Business, Dr. Snowden presented the revision of the proposed public participation
policy for the Library Advisory Board along with a registration form developed by Library staff. The
policy was approved unanimously.
Dr. Snowden then expressed appreciation to Dr. Richard Day and Al Sutko who, having served on
the Library Advisory Board for six years, are rotating off this year. Mr. Sutko said that it had been an
interesting tour with many things happening, some good, some not so good; however, he had enjoyed it.
Dr. Day agreed with him. Dr. Snowden asked them to consider applying for reappointment in three years.
Mr. Pipes reported that the Friends of the Library Board met May 4`h. They have about $6300 in
funds presently, much of it from sale of items in the Friends Bookstore. The Friends will host a dinner party
at Luby's for those members who have volunteered numerous hours in the Bookstore. The Friends have
instituted a Hospitality Committee which will act as host for large Library functions involving refreshments,
such as the NTRLS Fall Assembly. The Friends Board decided to invite Ms. Jan Molzan, a consultant on
Friends groups and activities, to present a program in October on forming a Library Foundation, the interest
of which could be used to support Library programs and equipment.
Dr. Snowden reminded the Members that it has been tradition for the Library Advisory Board to
recess during the months of June, July, and August unless special needs required them to meet. Vacations
and other summer activities made it difficult to have a quorum present in the past. The members agreed to
recess for the summer.
Dr. Snowden adjourned the meeting at 5:15 P.M. The next meeting of the Library Advisory
Board will be on Tuesday, September 28, 1999, at 4:15 P.M in the Library Conference Room.
Respectfully submitted,
Linda Hughes, Library Administrator
CI ; Y CLERK'S OFFICE
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