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2000PARIS PUBLIC LIBRARY ADVISORY BOARD JANUARY 19, 2000 MINUTES The Paris Public Library met in regular session Wednesday, January 19, 2000 in the Gallery at 4 PM with Chairman Jackie Alsobrook presiding and these members present: Curtis Fendley, Sarah Gambill, John Howison, and Bill Strathern. Absent were Virginia Gibbs, Rogene Patterson, Nancee Salzman, and Walter Williams. Library Director Beverly Lewis was present. Friends President Jimmye Hancock was absent. The 12/15/99 Minutes were approved as distributed. Ms. Lewis reported that expenditures for the fiscal year to date were on target. She distributed the November Budget Report and said the December Budget Report was not yet available from the City Finance Department. She advised the Board that William Vaughan recently made a generous contribution to the Library for building expansion in memory of his wife, Kathryn Duncan Vaughan. The Statistical Report was distributed and showed a slight decrease in the December circulation of 2.2% less than the same month last year. 21,863 items were checked out and reserves continued to escalate. In December there were 23 programs with a total attendance of 441 kids and 94 adults and the two Saturday holiday programs were very popular. Children's Librarian Emily Kirkman held 12 programs at Chisum Elementary. Materials were delivered to 14 senior group locations and seven homebound patrons in December. The outreach circulation included 1,010 books; 378 videos; 319 audio books; and 31 magazines. Beginning in February, outreach service will be extended to patrons who have extreme transportation difficulties . 604 persons visited the Library Tuesday, January 4 during the New Year's Open House. Ms. Lewis advised plans for expanded services in 2000 include lifting the limit on the number of videos that can be checked out on one card, moving the science fiction collection to facilitate browsing in that genre, relocating the paperbacks, and adding sites to the Mobile Library Summer Reading Services program. The Curbside Materials Return has been utilized frequently and patrons continue to comment about the convenience of this new service. By the end of December, 8,461 items had been returned in it with a daily average of 123 items. -MORE- PAGE 2 LIBRARY ADVISORY BOARD 01/19/00 MINUTES The Board discussed sponsoring a dedication event to honor John James Culbertson now that the Texas Historical Marker is in place on the north side of the Plaza. Culbertson's birthday, March 16 was chosen as the most appropriate date to hold the event. Sarah Gambill will coordinate it with the Lamar County Historical Society. Upon motion by John Howison, second by Sarah Gambill, it was unanimously approved the Board would pay for an open house reception in the Library afterwards. John Howison advised the Board that concerned citizens in Bogata are working to establish a public library in their community. The meeting adjourned at 4:55 PM. a-1 �ZACC� Beverly Lewis, Acting Secretary Date Approved PARIS PUBLIC LIBRARY ADVISORY BOARD FEBRUARY 23, 2000 MINUTES The Paris Public Library Advisory Board met in regular session Wednesday, February 23, 2000, at 4:05 PM in the Gallery with Chairman Jackie Alsobrook presiding and these members present: Virginia Gibbs, John Howison, Nancee Salzman, and Walter Williams. Absent were Curtis Fendley, Sarah Gambill, Rogene Patterson and Bill Strathern. Friends President Jimmye Hancock and Library Director Beverly Lewis were present. The January 19, 2000, Minutes were approved as distributed. Ms. Lewis advised year to date expenditures were on target for the first quarter of the fiscal year. The Statistical Report indicated January was a slow month with 22, 346 items circulated compared to 26,286 during the same month last year. Although it was noted the Library was open one more day in January, 1999, than it was this year. There were five preschool programs last month with 83 kids and 79 adults in attendance. The storytimes for babies have been greatly appreciated by the parents and caregivers who also take time afterwards to select materials to read aloud at home. The outreach service continues to be popular with the residents at the group sites as well as with the homebound patrons. Last month, 1050 books; 378 videos; 399 audio books and 34 magazines were delivered. The Culbertson Historical Marker dedication will take place Thursday, March 16 at 4 PM on the north side of the Plaza. Ms. Lewis advised she had received a reply from Florence Sutton, the Culbertsons' granddaughter, and she and her family plan to attend. Guests will include Mayor Neeley, Representative Mark Homer, Dr. Hayden, and Paul Denny. Jackie Alsobrook will preside. There will be chairs and special parking places available. A reception in the Library will follow with the Advisory Board hosting. Ms. Lewis advised the volunteer paperback exchange collection would be relocated to the foyer after the tax forms have been removed. Mrs. Hancock said the Friends spring benefit luncheon would be Monday, May 1 and the musical program, "Songs and Stories of the Movies" was already nearly a sell out. She advised Board members to call Roslyn Sample soon to be sure of a reservation. -more- Page 2 Library Advisory Board 02/23/00 Minutes The Board discussed the Internet and the recent letter written by two members of a local clergy group to the City Council. Upon motion by John Howison, second by Walter Williams, it was unanimously decided to contact the members and offer to meet to discuss the matter. Ms. Lewis noted several staff members would attend the Public Library Association and Texas Library Association conferences in March and April. The meeting adjourned at 5 PM. Beverly Lewis, Acting Secretary 1s�00 Date Approved PARIS PUBLIC LIBRARY ADVISORY BOARD MARCH 15, 2000 MINUTES The Paris Public Library Advisory Board met in regular session March 15, 2000, at 4 PM in the Library Gallery with Chairman Jackie Alsobrook presiding and these members present: Curtis Fendley, Sarah Gambill, John Howison and Nancee Salzman. Absent were Virginia Gibbs, Rogene Patterson, Bill Strathern , Walter Williams; and Friends President, Jimmye Hancock. Library Director Beverly Lewis was present. The February 23, 2000, Minutes were approved as distributed. The Budget Report indicated expenditures were on target for the first five months of the fiscal year. The Statistical Report indicated the February circulation was up 8.4% over the same month last year with 28,003 items circulated. Again, the circulation was nearly evenly split between patrons who reside inside the City and those who reside outside the City. There were fourteen programs for children in February with 165 kids and 123 adults in attendance. The adult outreach service delivered to thirteen group sites and nine homebound patrons with a total circulation of 1077 books; 299 videos; 361 audio books; and 95 periodicals. Plans have been finalized for the Culbertson Historical Marker Dedication to be held Thursday, March 16 at 4 PM on the north side of the Plaza. Ms. Lewis distributed the program and advised it would be handed out to those in attendance. The Chairman advised she, John Howison and Beverly Lewis met with the Reverend John Kelly and the Reverend Gifford Long regarding the Library's Internet resource. John Howison will look at a filter software program Reverend Long has installed on his home computer and report back to the Board. Ms. Lewis reported the Library has been notified of its eligibility for a Gates Foundation Texas Partnership grant to provide additional computers. The next meeting was changed to Wednesday, April 5 because the Library Director will be attending the required Gates Workshop on April 19. The meeting adjourned at 5 PM. esm Beverly Lewis, Acting Secretary Date Approved PARIS PUBLIC LIBRARY ADVISORY BOARD APRIL 5, 2000 MINUTES The Paris Public Library Advisory Board met in regular session April 5, 2000, at 4 PM in the Gallery with Chairman Jackie Alsobrook presiding and these members present: Sarah Gambil, Virginia Gibbs, John Howison and Secretary, Rogene Patterson. Library Director Beverly Lewis was present. Absent were Curtis Fendley, Nancee Salzman, Bill Strathern, Walter Williams; and Friends President, Jimmye Hancock. The March 15, 2000 Minutes were approved as distributed. The Budget Report was not available because the meeting was held earlier in the month than usual. The Statistical Report was distributed and indicates in March the circulation was up 12.5 %. Not as many new items were added to the collection because the Electronic Report was being prepared for the State Library. There were 15 children's programs in March with 346 kids in attendance and 111 adults in attendance. The most successful program was the American Girl Party that included Victorian crafts, stories about Victorian times, and a delightful tea party with 41 girls present and 1 boy who stayed with his sister to attend. Next month, Jerry Williams will present a program about bugs which should greatly appeal to boys. Adult outreach services accommodated 13 group sites and 9 homebound patrons. They distributed 1,134 books; 318 audio books; 308 videos; and 60 magazines. The John James Culbertson Historical Marker Dedication March 15 was a success and attended by an estimated 55 persons and 30 came to the Library reception after. Next week is National Library Week and there will be several special activities including displays, and photo albums. Billy Book will be in the Library Tuesday and Thursday afternoons and special storytimes will be held Wednesday and Thursday mornings. Also, on Saturday afternoon there will be a video series about baby animals and refreshments will be served. Ms. Lewis advised the Library had won a Texas Book Festival Award in the amount of $2,400 which will be used to purchase puppet/book sets, big books and special format board books for the Mobile Library. First Lady of Texas Laura Bush will present the award Wednesday, April 12 at the Texas Library Association Conference in Houston. Ms. Lewis and the children's librarians will attend. Ms. Lewis also advised the Friends have generously agreed to support a Children's Department Assistant for four days each week, four hours each day because it is so busy in the Children's Room, especially in the afternoons. The Friends will also purchase supplies for the Summer Reading Club programs and the Celebrate America float. In addition, the Library received a $6,000 grant from Project Save, under the auspices of the Lamar County Coalition of Education, Business and Industry, to fund an assistant and books for the Mobile Library Summer Reading Service. Ms. Lewis attended the recent Public Library Association Conference and reported it was very informative. She mentioned two specific needs the Library has and that she gained information about each in order to made purchase decisions later, namely, laser barcode scanners; and self check equipment. The Board discussed relaxing the policies about food and drink in the building and noted the traditional "quiet" library is no longer. All agreed patron convenience and satisfaction are priorities for providing successful services. The meeting adjourned at 4:55 PM. >//7__/oa Secretary Approved PARIS PUBLIC LIBRARY ADVISORY BOARD MAY 17, 2000 MINUTES The Paris Public Library Advisory Board met in regular session Wednesday, May 17, 2000, at 4 Pm in the Gallery with Chairman Jackie Alsobrook presiding and these members present: Curtis Fendley, Sarah Gambil, John Howison, Walter Williams and Rogene Patterson, Secretary. Director Beverly Lewis and Friends President Jimmye Hancock were also present. Absent were Nancee Salzman and Bill Strathern. The April 5, 2000, Minutes were approved as distributed. The Budget Report was summarized for the seven month of the fiscal year and it was noted 58.33% has been spent which is just about exactly on target. Ms. Lewis noted that 50.56% has been spent on materials to date. Usually more than three persons are involved in the selection/order process, which does slow it down somewhat; however, the process will be accelerated dramatically in the next two months. The Statistical Report was distributed and indicated in April the circulation was up 5% from the same month during the previous year. 178,504 items have been checked out year to date which is 4% ahead of last year's count. This is the first month in a long while that the circulation to patrons in the City was slightly higher (1 %) than to those who reside outside the City. 440 new items were added and the majority were juvenile titles in order to be prepared for summer vacation and the expected increase in juvenile circulation. The regular reference assistance was down and the electronic reference assistance was up again. There were 19 programs for children, including school tours, with 737 attendees. Adult outreach services included 13 group sites and 9 homebound patrons. Over 1,000 books; 271 videos; 295 audio books and 46 magazines were checked out. National Library Week was celebrated during the same week as the Texas Library Association Annual Conference. The Library Director and both children's librarians attended so the two preschool story times were hosted by Casa. Also, a library tour was given to a special adult day care group. The Board voted, upon motion by Walter Williams, second by Curtis Fendley, to recommend Sarah Gambil and John Howison be reappointed to serve on the Advisory Board; and that Fran Neely be recommended for a term of service. The motion passed by a majority and the recommendation will be sent to the City Manager for action by City Council in the June meeting. -MORE- PAGE 2 LIBRARY ADVISORY BOARD 05/17/00 MINUTES Ms. Lewis advised the Gates Library Foundation Grant application should be automatically approved because the Library exceeds the minimum poverty level to qualify since our service area has a 33.7% poverty rate. The Grant will provide 3 Internet access computers in English and 1 in Spanish at an approximate value of $17,000. The City Council pledged to support the computers in the future. The issue of Internet access was discussed and the Board reiterated their position about the importance of the Library's Guidelines. Ms. Lewis said the American Library Association recently issued a statement advising decisions about this matter should be made locally; and our Library continues to evaluate technology issues. Paris Public Library won a Texas Book Festival Award in the amount of $2,400 to purchase big books, board books, and puppet/book sets to use with the Mobile Library Summer Reading Service and to be circulated during the rest of the year. Ms. Lewis accepted this award at the TLA Conference. Jimmye Hancock gave the Friends report. The May 1St luncheon was sold out with 210 people attending. It was very successful and the Friends Board is considering having the same performer return for an evening benefit; and also sponsoring a Brunch and Book Review. The Friends are furnishing an employee for the summer to help on Saturdays and with the Wednesday and Thursday morning preschool story times. In addition, they continue to provide help weekday afternoons. The Friends are updating their membership list and asked Board members to contribute new names and/or corrections. The Library was awarded a gift from the Luren Cauthan Preschool Foundation in the amount of $300. A narrow bookshelf for the entrance to the Children's Department will be purchased with this money. The meeting was adjourned at 5:05 PM. Secretary CA2 t\ Date Approved PARIS PUBLIC LIBRARY ADVISORY BOARD JUNE 21, 2000 MINUTES The Paris Public Library Advisory Board met in regular session Wednesday, June 21, 2000, at 4 PM in the Gallery with Chairman Jackie Alsobrook presiding and these members present: Virginia Gibbs, Nancee Salzman, Curtis Fendley, John Howison, Walter Williams, and Rogene Patterson, Secretary. Absent were Sarah Gambill, Bill Strathern and Friends President Jimmye Hancock. Library Director Beverly Lewis was present. The May 17, 2000, Minutes were approved as distributed. Ms. Lewis advised expenditures were on target for this time of the fiscal year. Last month's circulation was down 3.2% compared to the same month last year. Ms. Lewis explained the cataloging process is slower this year because the cataloger is new to the position and thus new items are not available as quickly which does affect circulation. Although circulation of juvenile titles was about the same because many new titles were processed in April. Ms. Lewis noted senior volunteers gave more hours of service in May which was appreciated and which will continued to be needed during the summer months especially. Only preschool story times were held on Thursdays in May; however, the attendance was good. The adult outreach service delivered materials to 13 group sites and 9 homebound patrons last month. The Summer Reading Club theme is "Queens and Kings and Magical Things" and weekday afternoon programs have been well attended. The Gallery is colorfully decorated with a castle complete with drawbridge; and young readers report they enjoy the stories and crafts. The Mobile Library Summer Reading Service programs are held at nine sites and the Police Athletic League (PAL) is an addition to last year's list. The kids at PAL are older than those at the other sites thus it's a great challenge to present books that will hold their interest. Each attendee receives a tote bag that can be used each week to carry the free books and other give away materials. Earth Grains has been very generous in providing snacks each week. Project SAVE also furnishes free educational materials and pays for give away books and a program assistant. In addition, adult attendees are given a free dictionary and SAVE information. PAGE 2 LIBRARY ADVISORY BOARD 06/21/00 MINUTES The Library was approved to receive the Bill and Melinda Gates Foundation Grant which will provide four computers for Internet access with an approximate $17,000+ value; and one of them will include Spanish language software. The Director and Electronic Reference Librarian must attend a workshop in Tyler next month to be advised of the specific grant requirements. The Gates technicians will install the computers; although the Library is responsible for ensuring the site is ready. After discussion, the Board unanimously requested Ms. Lewis to convey the Board's request to purchase a new 3M security system with FY 2000 -2001 Budget funds, which Ms. Lewis has proposed in the budget request. The Board discussed the advisability of installing the new security gates close to the front doors so the shelves that have been recently moved into the lobby to make room for the Gates computers, can be used for new books instead of just for displays. In addition, it will be more inviting for patrons to linger over their coffee while they browse. Ms. Lewis advised she will soon interview applicants for the vacant Clerk I position and hopes to have a person on board by mid -July. This summer, the Library is fortunate to have three students funded by the Texas Workforce Commission. Two are working in the adult area, and one in the Children's Room. The Library will participate in the Celebrate America Parade Saturday, July 1 with a kid - decorated float towed by the Mobile Library and preceded by marchers carrying the Library banners. A new banner for the rear of the trailer proclaims the theme: Summertime reading is FUNdamental. On behalf of the Board, Chairman Alsobrook presented Virginia Gibbs with a handsome plaque for her many years of faithful service to the Paris Public Library. All present expressed their appreciation for her dedication and support for library causes and especially for her leadership during the 1984 bond election drive. The meeting adjourned at 5 PM. PatTerson, Secretary Date Approved PARIS PUBLIC LIBRARY ADVISORY BOARD JULY 19, 2000 MINT JTRS The Paris Public Library Advisory Board met in regular session Wednesday, July 19, at 4 PM in the Gallery with Chairman Jackie Alsobrook presiding and these members present: Curtis Fendley, John Howison, Fran Neeley, and Nancee Salzman. Library Director Beverly Lewis was present. Absent were Sarah Gambill, Rogene Patterson, Bill Strathern, Walter Williams and Friends President Jimmye Hancock. The June 21, 2000, Minutes were approved as distributed. The June Budget Report indicated the department expenditures are on target for this time of the fiscal year. Ms. Lewis reported in detail on the Budget Request for FY 2000 -2001 which she had submitted to the City. Of special interest to Board members were the requests for materials, additional personnel, and a collection protection (security) system. Upon motion by Curtis Fendley and second by Fran Neeley, the Board unanimously approved the Budget Request as presented and discussed. The Statistical Report was distributed and it was noted there was a 10.5% increase in circulation over June of last year with 2,975 additional items checked out for a total of 31,294. There were 9 summer preschool storytimes in June with 128 in attendance; and there were 16 Summer Reading Club programs with 319 readers in attendance. The senior outreach service expanded last month and is now providing collections to sixteen locations including seven homebound patrons. 1,000 books; 256 videos; 362 audio books; and 78 periodicals circulated via this service in June. The Mobile Library Summer Reading Service held 35 programs at nine locations in June with 614 kids in attendance. Ms. Lewis reported Earth Grains is a new sponsor for the Mobile Library and will donate snacks for all locations. Ms. Lewis advised the Gates Grant was approved for $18,300 and that she will attend a workshop about the grant logistics next week. PAGE 2 LIBRARY ADVISORY BOARD 07/19/00 MINUTES Ms. Lewis advised the NETLS Lay Representatives' terms were up and upon motion by Curtis Fendley, second by Nancee Salzman, the Board unanimously approved John Howison to remain as Lay Representative and Fran Neeley to be appointed as Alternate Lay Representative. Chairman Alsobrook advised the Board had received a thank you note and call of appreciation from Virginia Gibbs. Ms. Lewis said award winning Dallas storyteller Elizabeth Ellis presented a program in Blossom this morning for the Mobile Library patrons and one in the Gallery this afternoon for Summer Reading Club attendees. There was no charge for these excellent programs because Ms. Lewis had "won" Ms. Ellis for a day in a raffle held at the Texas Library Association's spring conference. The meeting adjourned at 5 PM. Beverly Lewis, Acting Secretary Approved PARIS PUBLIC LIBRARY ADVISORY BOARD AUGUST 16, 2000 MINUTES The Paris Public Library Advisory Board met in regular session Wednesday, August 16, 2000, at 4 PM in the Gallery with Chairman Jackie Alsobrook presiding and these members present: John Howison, Fran Neeley, Nancee Salzman, and Rogene Patterson, Secretary. Library Director Beverly Lewis was also present. Absent were Curtis Fendley, Sarah Gambill, Bill Strathern, Walter Williams, and Friends President Jimmye Hancock. The July 19, 2000, Minutes were approved as distributed. The July Budget Report was distributed and it was noted that expenditures were on target for this time of the fiscal year. The Statistical Report was also distributed and it was noted there was a 1 % increase in circulation over the same month last year with 27,463 items circulated. It was also noted that 177 new library cards and 873 new titles were added in July. July also showed an increase in volunteer help at the library with 324 hours being provided.. There was a decrease in attendance at the Summer Reading Club with 15 programs in July and a total of 252 children in attendance. It was felt transportation was the main reason for the decrease from last year. All in all, 500, ranging in age from preschoolers to twelve years of age, attended the summer programs in the Library during June and July. The Mobile Library showed a good attendance increase. 695 children attended in July with a total attendance for June, July and four days in August of 1,309 children. There was a good increase in the 4th, 5th , 6th and 7th grades. It is hoped that the Mobile Library programs overall will help students to make better decisions and be more literate. That is also a particular goal of Project SAVE who is a major sponsor of the Mobile Library Summer Reading Service. The Senior Outreach Service grew even more. We now have 17 group sites and are serving 7 homebound adults. Over 1,200 titles were circulated via this popular service. Ms. Lewis advised the NETLS Lay Representatives' terms are not open until next July. She urged Fran Neeley to attend the meetings this year anyway, and she agreed to do so whenever she could. A discussion was held to amend the By -Laws and have an Absence Policy statement added. Wording was discussed and the matter was tabled until the next meeting. In the meanwhile, Ms. Lewis will request advice from the City Attorney about the wording. PAGE 2 LIBRARY ADVISORY BOARD 08/16/00 MINUTES Ms. Lewis, was advised by J. C. Adams, Jr., Attorney at Law, Morton, Texas, that Mrs. J. H. Love had bequeathed a portion of her estate to Paris Public Library. It will be put in a Trust Account like Mrs. Love's and others. Ms. Lewis distributed articles about filtering for Board member's information and it was so noted the Board is still reviewing the subject. Ms. Lewis closed by handing out a sample packet that included information about what the Library has accomplished in the past ten months and a copy of the FY 2000 -2001 Budget Request. She said it would be given to each City Council member that evening when she presents the Library's request at the City Council meeting. The meeting adjourned at 5 PM. Secretary Date Approved PARIS PUBLIC LIBRARY ADVISORY BOARD SEPTEMBER 20, 2000 MINT TTFS The Paris Public Library Advisory Board met in regular session Wednesday, September 20, 2000, at 4 PM in the Gallery with Chairman Jackie Alsobrook and these members present, Curtis Fendley, Sarah Gambill, John Howison, Fran Neeley, Nancee Salzman, and Walter Williams. Absent were Rogene Patterson, Bill Strathern and Friends President, Jimmye Hancock. Beverly Lewis, Library Director was present. The August 16, 2000 Minutes were approved as distributed. Ms. Lewis distributed the Budget Report and advised expenditures were right on target for the eleven months of this fiscal year. She also distributed the Statistical Report and noted there was a 10% increase in circulation over August of last year with 29,900 items circulated. During August, the Children's Room librarians prepared for fall and winter storytime programs for babies, toddlers and 3, 4 and 5 year -olds. Monthly Saturday afternoon reading based, theme programs for kids in grades 1 — 6 were also scheduled. The Adult Outreach Coordinator delivered more that 2,000 titles to 17 group sites and 8 homebound patrons in August. After lengthy discussion, upon motion by Sarah Gambil, second by Fran Neeley, the Board voted unanimously to take an official vote next month, as prescribed by the By- Laws, on the Absence Policy, Draft 3. Chairman Alsobrook appointed John Howison and Rogene Patterson to serve on a committee to recommend candidates for Board officers at the next meeting. Ms. Lewis described the new preschool outreach service which began in September at seven locations. The goals are: to provide a storytime that encourages early childhood literacy skills; to model meaningful storytimes for the adult teachers and caregivers; and to leave a collection of age appropriate materials on loan for one month. "Miss Linda" Orr, Children's Outreach Coordinator will manage the service and provide the programs. Ms. Lewis advised the W. B. and Kathryn Vaughan Memorial Account has been established and already contributions have been received and added to the original account which Mr. Vaughan initiated in December, 1998. The Friends fall benefit luncheon scheduled for Monday, October 9 is almost sold out and Ms. Lewis noted Dave Tanner's patriotic program should be excellent. PAGE 2 LIBRARY ADVISORY BOARD 09/20/00 MINUTES At the recent Paris Ford Grand Opening, the Library was given $100. Ms. Lewis accepted the donation at the celebration by receiving the red ribbon full of one dollar bills. She will write thank you letters to the sales manager and owner and select appropriate reference titles for this gift. A group of 9t" grade students in Debbie Wood's Speech Class offered to hold a bake sale in the Library lobby as their community service project with all the proceeds going to the Library. Upon motion by Curtis Fendley, second by Nancee Salzman, the Board unanimously voted to accept their offer. Ms. Lewis will write a thank you note to Cara Sulsar, Jordan Thomas, Natalie Salzman, Katie Bickler, Liston Davis and Glenn Garey after the event and also mention it in her newspaper column. The meeting was adjourned at 4:50 PM. Beverly Lewis, Acting Secretary Date Approved PARIS PUBLIC LIBRARY ADVISORY BOARD OCTOBER 18, 2000 MINUTES The Paris Public Library Advisory Board met in regular session at 4 PM Wednesday, October 18, 2000, with chairman Jackie Alsobrook presiding and these members present: Curtis Fendley, John Howison, Rogene Patterson and Walter Williams. Absent were Fran Neeley, Sarah Gambill, Nancee Salzman and Bill Strathern. Jimmye Hancock, Friends President, and Beverly Lewis, Library Director, were also present. The September 20, 2000, Minutes were approved as distributed. The Budget Reports for September and FY 1999 -2000 were not available from the City Finance office. Ms. Lewis distributed the Statistical Report for September and a summary for FY 1999- 2000. It was noted there was a 1.8% increase in circulation from the previous year with a total of 321,549 items circulated. Increases were also shown in Reserves and Interlibrary Loans. Although there were more programs, the attendance at those held in the Library was down. There was a slight decrease in the number of card holders added; but it was also noted that the City of Paris had annexed more areas and thus the percentage of new card holders was about the same. It was also noted that even though the Library was open one less day than during the previous fiscal year, the circulation still increased. The largest increase was for audio books with a 22.6% increase. September children's services included a Saturday program about popular literary characters Madeline and Eloise and seventeen kids enjoyed stories, games, songs and a video. The storytimes for 3, 4 and 5 year olds also continued with excellent attendance each Thursday morning. Ms. Lewis advised the new Preschool Outreach Services began in September and programs were held at ten child care centers, one housing project community center, and one library /museum. The Adult Outreach Service circulated nearly 2,000 items among the 17 group sites and 10 homebound patrons in September. Unfortunately, Cynthia Annis, Adult Outreach Coordinator, is moving to Austin just before Christmas . It was noted, the City Manager agreed to allow the new Coordinator to begin two weeks before Cynthia leaves in order for effective training to take place. Ms. Lewis advised that requirements for the position include previous work with senior citizens and the responsibilities also include selecting materials for seniors, processing interlibrary loans and working at the circulation desk. -MORE- PAGE 2 LIBRARY ADVISORY BOARD 10/18/00 MINUTES Upon motion by John Howison, second by Walter Williams, the Absence Policy was unanimously approved as presented at the September meeting. It will be forwarded to the City Manager, with a request to the City Attorney for correct placement within the By -Laws, before being submitted to the City Council for approval. The Nominating Committee had to table their motions because some of the members were not present to visit with before the meeting. In new business, Ms. Lewis distributed information about the new Texas License Plate program sponsored by the Texas State Library. She advised Texas libraries will receive $25 of the $30 cost of a special plate which says "Texas reads ". It was brought to the Board's attention that the Library needs to provide access to the catalog via computers located outside the building. Board members discussed the advantages of providing this access and Ms. Lewis noted that dial -in access would mean adding a new server, software and a license. She will present a detailed cost analysis at the next meeting. In other new business, upon motion by Walter Williams, and second by Curtis Fendley, it was unanimously agreed to place a book in the Library from the Library Advisory Board in memory of Charles Neeley. Jimmye Hancock gave a Friends report noting there was a full house at the October 9th benefit luncheon. The Friends are considering having Dave Tanner back for an evening performance so that more men would be able to attend. The Friends will purchase a marionette stage for the Children's Room and Ms. Lewis is looking for a carpenter to build one. The Board discussed the matter of the Board's trust funds and it was decided to invite the City Finance Director to attend two meetings each year to present a report on those funds. The meeting adjourned at 5: 10 PM. atz Aoo Rog&hcdPatterson, Secretary Date Approved PARIS PUBLIC LIBRARY ADVISORY BOARD NOVEMBER 8, 2000 MINUTES The Paris Public Library Advisory Board met in regular session at 4 PM Wednesday, November 8, 2000, with Vice Chairman John Howison presiding and these members present: Sarah Gambill, Fran Neeley, Rogene Patterson, Nancee Salzman, and Walter Williams. Absent were Jackie Alsobrook, Curtis Fendley, Bill Strathern; and Jimmye Hancock, President of the Friends. Beverly Lewis, Library Director, was also present. The October 18, 2000, Minutes were approved as distributed. The end of the fiscal year 1999 -2000 Budget Report was distributed. The Library spent 94.9969 percent of the funds allocated, which was very good. The materials expenditures were slightly over what was projected, so the staff has begun keeping an in -house record of what is being spent. The Statistical Report for October shows that the Library was busy with a 7.8% increase over the same month last year; and 28,785 items were circulated. In children's services, the six -week series of story times for babies and for toddlers continues with 23 babies and 44 two -year -olds attending in October. The Saturday book program for school age kids was a success with 23 attending and they planted daffodils in the front of the building afterwards. For Halloween, 11 kids attended the movie "Peter Pan" and many of them were in costume. Kids voted for their favorite books during election week and first place was Harry Potter and the Goblet of Fire. The children's outreach service delivered programs and materials to 15 preschool locations in October. The adult outreach service circulated nearly 1,299 items to 17 group locations and 7 homebound patrons. In unfinished business, the City Council will vote next week on the proposed addition of the attendance paragraph to the Library By -Laws. After passage, the policy would take effect with the December meeting. Upon motion by Sarah Gambill, second by Nancee Salzman, it was unanimously decided to accept the Nominating Committee's report and the new officers are: Jackie Alsobrook, Chairman; John Howison, Vice Chairman; and Rogene Patterson, Secretary. -MORE- PAGE 2 PARIS PUBLIC LIBRARY ADVVISORY BOARD 11/08/00 Minutes Ms. Lewis discussed the Galaxy Dial -In proposal from Gaylord and it was decided to obtain more information before making a decision. In new business, Ms. Lewis advised the adult fiction area will have new shelving early in the new year and the old table will not have to be auctioned. The City Manager said he would find a dry place to store it until the Library can use it in the basement. Ms. Lewis advised the new security system for the Library will be installed after the seat in the middle of the lobby is removed because the gates must be four feet from the front doors. There was no Friends report because Jimmye Hancock was not present. The Board was invited to attend an Open House Thursday, November 91h at 4:30 PM to preview the new Gates Library Foundation computers. The Library will be closed for two days, on the 9th and 10th for staff training. Three of the computers will be in English; and one in Spanish. The December meeting was changed to the 13th and will be the holiday meeting. The meeting adjourned at 5:05 PM. Secretary Date Approved PARIS PUBLIC LIBRARY ADVISORY BOARD DECEMBER 13, 2000 MINUTES The Paris Public Library Advisory Board met in regular session Wednesday, December 13, 2000, at 4PM, at 4135 Misty Lane, for a lovely holiday meeting with Chairman Jackie Alsobrook presiding in her home; and these members present: Sarah Gambil, John Howison, Nancee Salzman and Walter Williams. Library Director Beverly Lewis was present. Absent were Curtis Fendley, Fran Neeley, Rogene Patterson and Bill Strathern; and Friends President Jimmye Hancock. The November Minutes will be approved at the January 17 meeting. The Budget Report was not available. Ms. Lewis advised the November circulation was 26,287 which was a 15.7% increase over the same month last year. The collection includes 95,751 books; 5,558 audio books; 9,461 videos; and 512 music cassettes. There were 18 children's programs in November and the attendance included 420 kids and 110 adults. Children's Book Week was a big success, especially the sleepover when 35 kids and 4 adults enjoyed stories, a scavenger hunt, songs, skits, refreshments and a movie. The new children's outreach service included 15 programs at area preschools in November with an attendance of 279 kids and 72 adults. 316 items were circulated to these locations. The November adult outreach service included 17 group locations and 5 homebound patrons. 2001 items were circulated to these locations. Ms. Lewis advised the Galaxy dial -in connection was still being investigated and a report would be provided at the January 17 meeting. Ms. Lewis said the Library took 2nd place in the elementary division of the City Christmas Parade. The Board adjourned after Ms. Lewis read Cowboy Night Before Christmas. Beverly Lewis, Acting Secretary Date Approved