HomeMy WebLinkAbout09/21/1983 - Regular Minutes - Bryan College Station Library System Advisory Board MINUTES OF A REGULAR MEETING
• OF THE BRYAN LIBRARY BOARD
SEPTEMBER 21, 1983
1. On the 21st of September, 1983, the Library Board of the City- of Bryan,
Texas convened in regular session in the regular place in the Reading Area located
in the Library Building at 5 p.m, with the following members present.
2. ATTENDANCE
Member Present No. of meetings held No. of meetings
today since appointment attended since
appointment
Mrs. C. J. Allen, President X 96 78
Mr. Ed Madeley, Vice President X 3 3
Mrs. Willie Pruitt, Treasurer X 96 69
Judge Carolyn Ruffino X 3 3
Mrs. Willie Belle Bogard 25 19
Mr. Vic Paulos X 25 14
Mrs. Wayne Gibson X _:3 1
Absent: Mrs. Willie Belle Bogard
Also present was Mrs. Clara B. Mounce, City Librarian and Secretary to the Board.
3. Visitor was Mrs. Jerilynn A. Williams, new Associate City Librarian.
411
4. The minutes of the August meeting were approved as mailed.
5. During a discussion about monthly statistics, it:was noted that the circulation
in the adult and children's sections were each about 2,000 over this time last
year. It was generally agreed that this might be taken to mean that stiffer
fines have not hurt circulation .
6A. The report of the duties of the Library Board committee was tabled, due to the
absence of Mrs. Bogard. Mr. Madeley reported that Mrs. Bogard plans to meet
with the mayor to disduss the subject.
7A. The Board members approved, as to content, a city council action form requesting
that the name of the Library Board be changed from Carnegie to Bryan Public
Board. Mrs. Allen will sign the action form. The second action item, a request
for staggered terms, was reworded to request that the Bryan Code 2-98 (a) read:
(a) The Board shall elect a president, vice president and a treasurer,
at its first regular meeting after confirmation of appointments.
The month for appointments has fluctuated from April, May and July in past
years, making it difficult to elect officers in May as stated in the Code.
Mrs. Allen and Mrs. Mounce will sign action forms to be sent by the librarian
through Tim Adams, Operations Manager of Community and Support Services, for
consideration by the City Council. Mrs. Pruitt was chairman of the committee
making the recommendations.
• 9. New Business:
A. Mrs. Jerilynn A. Williams was introduced as the new Associate City Librarian.
Mrs. Williams has a Masters in Library Science from North Texas State University.
She has been the librarian at Wylie Public Schools in the Dallas area. From
1966 to 1971 she was the librarian at Stephen F. Austin in Bryan. From 1973-76
• she was librarian of a Junior High School in Wappingers Falls, New York. From
1964 to 1966 she served as librarian in high schools in the Houston area and
Angleton. She has completed 12 hours at the graduate level in supervision at
East Texas State University. Mrs. Williams is married to Dr. Bolton W. Williams,
Senior Environmental Specialist of Texas Municipal Power Agency. They have
a 12 year old daughter, Jennifer.
Mrs. Williams' experience with students has proved to be of great benefit already,
as she initiated a class assignment folder for the reference desk which has
helped librarians better understand and have access to assignments made by
teachers in the local schools.
8B. Municipal Court Case: Burning topic of the evening was a discussion of the
guilty verdict as handed down by the Municipal Court Judge, Sonny Lyles on
September 20, when Ms. Linda Rousey was fined $50.00 and required to make
restitution of $60.23 for materials she had borrowed in 1982. This was the
first use of the ordinance which the Board recommended and the city council
approved of in December 1982. When a patron does not reply to a warning
letter signed by the city librarian, a letter is sent via certified mail with
the signature of the assistant city attorney. Ms. Rousey was the first person
who had failed to respond in any way. An article appeared on the front page
of the Eagle, and this was shared with Board members for their comments. A
discussion of why the library did not accept Ms. Rousey's alleged offer to
pay for the books was explained by the librarian. The patron had moved and
said she had materials packed in a box. She never told the library clerk that
she had lost them, just that she hadn't unpacked them. As one of the books was
• out of print, and the mystery novel would cost $16.60 to replace, and the
third book was a new novel, the library asked her to unpack and then return
them. The book about Margot Fonteyn was a memorial book given to the ballet
collection in memory of Mrs. Ana Ludmila Gee's son. It was an original cost
of $25.00 and is out of print. If she had responded to the certified letters,
at that time, we would have accepted her money, the librarian said. The Board
recommended that if Mrs. Rousey renews her library card, that her usage be
monitored. Mrs. Mounce assured the Board that Ms. Rousey's borrowing would
be tracked.
Mrs. Mounce also said that after the article in the paper, long overdue books
were already coming back, phone calls about overdue books, and supportive
and positive comments were coming in. Several families brought in overdue
books from 1981 and 82 by Wednesday afternoon. Mrs. Mounce and the staff
have high hopes for the next few weeks.
During a discussion of the money collected for lost and damaged materials, the
Library Board approved that a recommendation be made to the city council to
authorize these funds to be deposited in Restridted Gifts account so the
library could use them to replace lost and damaged items. The Board approved
this motion by voice vote and further recommended that this amount should not
be considered when allocating funds for the library's regular book budget.
Mrs. Allen, who attended the court trial, will sign the recommendation for
council action.
410 A discussion on whether limiting books would help keep down overdues and
whether the library staff should accept payment for a book before a patron
makes a search for the "lost" item was held. It was agreed in general that
the library should not become a "bookseller". When books go out of print,
efforts should be made to recover the items before accepting payments it was
agreed. This has been the practice for many years because of the costs in-
volved in replacing items, if they can be replaced. Mrs. Mounce stated that
even if some patrons have been reluctant to look for an item, it generally
turns up under a bed, under a car seat, or at a friends house, and encourage-
ment to locate these items is far less work than the process involved when a
book is paid for, and then withdrawn from the card catalog and shelf list
files.
Limiting books takes place now, Mrs. Mounce said. New patrons are allowed
to borrow only 4 books the first time they get a library card. We limit in
subject areas--for instance, wild flower identification books, pregnancy
books, or any other subject that is high in demand, Mrs. Mounce stated. It
would be almost impossible to control the number of times a patron might come
in and borrow in a three week period. With the manual system we use, limit-
ing books in general would be close to impossible, Mrs. Mounce said.
8C. A tour behind the circulation desk, conducted by Mrs. Mounce, included steps
taken when materials are overdue. Library procedure is to identify overdue
materials after three weeks have passed, because studies prove that most
materials come in within 2 weeks after they are due. Patrons are identified
by a borrowers number and must be cross indexed in a separate file. After this
work is done, a fine slip is completed, a post card typed with names and dates,
and addresses. The fine slip is filed with the patron's registration card and
patrons with more than 2 or 3 items overdue is added to a visible file. Each
time materials are borrowed, this numerical file is checked, and is a system
that many libraries without automation resort to for blocking use by abusive
patrons. If fines have added up, we also put patrons in the file for that
reason. This work with the overdues is the responsibility of a full time
general clerk. She processes the certified letters and maintains the files
librarians use in making telephone contacts about overdue materials.
All in all, it is a time consuming manual task, Mrs. Mounce said, but libraries
which do not send out overdue notices at all suffer a worse loss rate than
the Bryan library. In the calenadar year 1982, the library lost about 1500
items to unreturned materials. In many cases the people have moved and
cannot be traced. Work continues on these losses on a regular, but limited
basis.
When overdue materials are returned in the book drop, this causes another pro-
cess in the overdues, Mrs. Mounce stated. Returns must be documented and
this means pulling the registration card and noting "returned" on fine slips.
9. There were no requests for agenda items.
10. Adjournment was at 6:40 p.m.
11101
Cieh (3c-i. 0699_9 lJ�Ota A C 6ZGu
Mrs. C. J. Allen, Preside'it1Mrs. Clara B. Mounce, City Librarian
and Secretary to the Board
• • - •
-1 - . -�
10/07/83 CITY OF BRYAN � PAGE 52
"1 REPORT ID: A103P DETAIL LISTING OF OBLIGATIONS VS. BUDGET --)
- FOR BUDGET FISCAL YEAR 1983
•
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'FUND: }O .,
,L U 1 0"GENERAL OND , ... YAGENCXd�600 CULTURAL 't�"RECREATIONAL' � . • -�
1ORGANIZATION: 6 020 LIBRARY
6TIVITY: ' 6
ACTIVITY:
- ` ' CURRENT PERIOD FISCAL YEAR-TO-DATE " - " m
OBJECT •- I--------=I-===--------- --------__ I, CURRENT iUNOBLIGATED
16 I TUIAL I OUISIAND1N6 161AL I BUDGETED ' BUDGEI +,
73 „ CODE-DESCRIPTION
IOB
LIGATIONS 1ENLUM ENCUMBRANCES S EXPENDI7 R
UES OBLIGATIONS I AMOUNT BALANCE PERCENT s
4100 SUPERVISORY'" ' ;'3,988.50 0.00 ' -44,425.75 44,4'25.75 ''''-, 46,490 , 2,064.25' 4.4 X
„'' 4102 FULL TIME, 15,269.46 0.00 ' ' 165,859.72 165',859.72 _ 186,790 ' , 20,930.28 - 11.2 % h;
16�.103 P-A-R -TIME-----2,-358:21 0.00 22,564.22 227564722 247078 1,513./8 6.3 X 0
n 4109 HOLIDAY PAY 975.20 0.00 5,755.38 5,755.38 _ 0 5,755.38- 0.0 % 22
4110 SICK PAY 446.27 0.00 5,562.61 5,562.61 0 5,562.61- 0.0 R ;;
1,�4111 VACATION PAY 792.16 - , , 0.00 . 10T0-65774' ' 10765 4 0 - 10,065:(4-U.u, - 1„
4112 TERMINAL PAY 0.00 0.00 430.21 430.21 0 430.21= 0.0 $ 16
!,1 4113 INJURY PAY 0.00 0.00 0.00 - 0.00 " 0 - , 0.00 0.0 % ;;
u 4114 M1 SL PAYJ 0.00 0:0o 39571-5 39571-5 a 395:15- 070 x „
:, 4115 MERIT PAY 0.00 0.00 0.00 0.00 0 0.00 0.0 1 1e
2,1 4120 RETIREMENT 775.77 0.00 9,116.67 9,116.67 9,786 669.33 6.8 1 2;
1,,j4-1-21--FIC A 1x601705 0.00 - 17,x06:71--17,106:71 16,-786 320771- 1.9- % a,
I.' 4122 HEALTH INS 882.45 0.00 _ 8,336.54 _ 8,336.54 8,27.2 64.54- 0.8- 1 - „
�,r 4123 LIFE INS_ 69.44 0.00 961.36 961.36 976 _ '14.64 1.5 1 ' ,;�
,6i44-W12ORKERS COMP •-- 45.99 0.00 533.71 533771 603 69729-1-1-5--1 „ '
„i 4125 UNEMP COMP 83.98 0.00 784.34 784.34 282 502.34- 178.1- 1 20
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0 1 APPR UNIT TOTL 27;2887748 u700 Z9178-98'11 2-9178987-I1 29Tr,-063 271:64769 077 . i,
4.
,, 4200 OFFICE SUPP_ 13.50 0.00 1,067.96 1,067.96 1,098 30.04 2.7 1
i,: 4201 EDUCA--SUPP - 0:00 35760 246:99- 302:59 630 327.-41--5270 Z .6
1,61 4202 PHOTOG SUPP 0.00 0.00 30.00 30.00 141 111.00 78.7 1 4
,6, 4203 POSTAGE 37.50 0.00 1,199.32 1,199.32 1,448 248.68 17.2 X �'
• 4204PRINTING - - - 65.25 10762---823.03 --833765 - -I.000- - 164735-T6-6--R
49
• 4219 OTHER OFF 19.88 74.93 3,373.29 3,448.22 3,505 56.78 1.6 $ 56
4220 MTR VEH SUPP 86.24 0.00 1,050.83 1,050.83 1,420 369.17 26.0 1551
5:
4222-TOOLS EQ SUP - --- 0.00 0.00 -0:00 "' -'" '0:00 - 25 25.00-100.0'-1
• 4242 JANITOR SUPP 0.00 0.00 10.76 10.76 40 29.24 73.1 1
• 4251 DOT SUPP 0.00 0.00 48.74 48.74 75 26.26 35.0 1
,5,
-4281 FIRST AID 0.00 -- - - 0.00 - 0:00 - - - 0.00` - 10 - - 10.00`1000-_1---
- 4289 OT CREW SUPP 0.00 0.00 0.00 0.00 10 10.00 100.0 1
602 APPR UNIT TOIL 195.37 - 121.15 7,870.92 7,992.07 9,402 - -- --__--1,409.93 15.0 --- -.,
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• 4300 MTR VEH MTN 540.80 0.00 1,351:27 1,351.27 1,333 18.27- 1.4- 1 6'',L
4302 OFF FUR/EQ 0.00 0.00 - 70750 ----707.50 - 770 62.50 -8.1-%
_, 4304 FIRE AP MTN 0.00 0.00 0.00 0.00 40 40.00 100.0 1
4319 MACH/EQ MTN 0.00 0.00 104.66 104.66 185 80.34 43.4 1
--4320 BLDG MAINT -- -- 0.00 - -0.00 -10,350.00 - 10,350.00 10,350 - - 0.00 "0.0 X - -
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10/07/83 CITY OF BRYAN PAGE 53
-` REPORT ID: A103P DETAIL LISTING OF OBLIGATIONS VS. BUDGET ')
FOR BUDGET FISCAL YEAR 1983
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'` ORGANIZATION: 6020 LIBRARY ' ' ACTIVITY: | I'
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, " CODE-msscmprsom I OBLIGATIONS / ENCUMBRANCES EXPENDITURES OBLIGATIONS I AMOUNT BALANCE "PERCENT , '
. ---- | i---'--------- ---- - | ---- ------- IS ^
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) I 4346 BOOKS MTN 1.92 68.00 2,089.17 2.157,17 2,11R - 39.17- 1.8- %• � � ' ~ `
30
14i6707-60 e�r� � / uT8 ^1
45,822.07,,,,I 4400 ELECTRIC SER 5,171.21 0.00 45,822.07 4*^048 225.93 0.5 % �
' -'� .�n 0.00 , /o~v^ ' < /v.03 440 ,^^.,, vc~^ 4
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' za �o o )27�sov��s 4.93 m.on �n. .zz zya zys.m os~
' , �A 4404 GARBAGE 19.93 0.00 110.93 110.93 112 . 1.07 1.0 z 1,,,". 5�OMwssxvIcE----'--xn7:15 ----- -0:00 -3-024.26 3-024726 ----1,1c2 f82726- 578=-x �
4421 BLDG RENTAL /.734'83 0.00 20,817.96 20.817.96 20,818 0.04 0.0 x
' *422 EQUIP RENTAL 0.00 0.00 975.00 975.00 975 0.00 0.0 %
0-."00--------2-1-292762-;292-;2927-6vzy��a� � �yz �, ^.38v 67731 .377 4 . ,
1.1
� 4442 0'TRAImIwG - 0.00 0.00 439.00 439.00 720 281.00 39.0 % }
' ',! 4445 I TRAINING n.uoo,nn 179.82 179~82 225 45.18 20.1 % ' '
„.--4430-LIABILITY-IN -----'---uz:o- u�oo--------�o7.ss-- -ror.s, /ov u.45 v-u.1. a ^
o u 2,968.50 � ��o so � s�s 596.5016.7 % /
. "| 4451 FIRE INS 0.00 ,o , _ ,
o 4455 INS AND swSp
----- 0.00 0.00 425.00 425.00 776 351.00 45.2 % |
,--4458-ASSOC DUES -n:oo - ozoo- 4az.nn- 462700" °rr 0700---371 x,
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"' 44vv CAR-CLOTHES 21.40 0.00 128.08 128.08 200 ' 71.92 36~0 % . '.
'
, C.
,' 4463 SPECIAL sroY 0.00 0.00 35.00 35.00 35 0.00 0.0 x �-
--4474-rn-scnvrcsS n.00 - o:no- ---o:on oou- 5u so;no--ron;n-x
. ~ 4477 MISC CHARGES 30.00 0.00 76.63 76.63 175 98.37 56.2 x
'^/-oo*-x"rn-owIrrnrL- 7,576.72 0:00 - 78+882.74- - -78082:7* 81-082 2,199.-26 e',.-7
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|
^:, 4sx4 LIBRARY IMPR 218.88 3,694.05 36"151.55 39.845.60 40,000 154.*0 0.4 % ..
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,--4544-OFF MACH/EQ ' o.no 0.00 2"071.75 ' 'z.or1.rs z.4m- -s»o.zy--���n -m
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_aos APPR UNIT rovL 218.88 3,694.05 38,223.30 41,917.35_^1,e7_»s____�,/1n__ 492.65 1.2
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' ACTIVTY TOTAL 35,384.41 3,883.20 431,477.67 ��s.s�o.on 441,753 6,392.13 1.4 �
. �
-unzn ORG TOTAL 35,384.41 3,883.20 +s�^4rr.ar 435,360.87 ^4z,rsy - '-----a,soo.o -- 1-.4 -' /
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• BRYAN PUBLIC LIBRARY
FINANCIAL REPORT ON COLLECTION DEVELOPMENT
AND MISCELLANEOUS ACCOUNTS
SEPTEMBER, 1983
CITY FUNDS: $ -0-
books, continuation service, magazines & newspapers,
records, audio-visual
ROUNTREE ACCOUNT: 287.30
F. LAW HENDERSON: Texas Books 163.82
LSCA GRANT: State: 19,973.14
RESTRICTED GIFTS:
REGULAR FUND: 5,824.50
COLLEGE STATION FUND: 2,458.25
FRIENDS OF THE LIBRARY FUNDS: 280.50
• HEDGCOCK ESTATE: 311.98
TODERO ESTATE: 2,317.97
TOTAL MONIES AVAILABLE FOR COLLECTION DEVELOPMENT
AND MISCELLANEOUS EXPENDITURES $ 31,617.46
BRYAN PUBLIC LIBRARY MONTHLY REPORT FOR SEPTEMBER, 1983
SERVICES THIS YEAR LAST YEAR
le Days Open 25 26
Auditorium Usage 14 55
New Borrowers 355 418
Renewed Borrowers 201 183
Replacement Borrowers Card 56 * ,
Book Reviews, Radio & TV Talks, Newspaper 29 43
Overdue Notices 913 520
ROUNTREE ROOM
Story Hours Attendance ** 552
Saturday Program 4/133 205
Class Visits & Tours/Attendance -- 16/302
Special Programs 1/36 --
REFERENCE
Interlibrary Loan 45 67
Questions 1,270 886
Reserves Notified 257 187
ELDERLY & HOMEBOUND
110 ;Regular Print 68 36
.Large Type Print 262 243
BOOKMOBILE
Trips Made 22 29
Adult Books
Non-fiction 101 71
Fiction 491 337
Juvenile
Non-fiction 199 241
Fiction 1,041 1,7.07
Redmond Terrace - 492 529
Oak Hill-Johnson School area 451 653
K-Mart 701 494
Crestview Apts. 21 12
Raintree 193 110
Steep Hollow -0- **
Manor East Mall 49 **
Brushy ** **
Bonham Park ** **
Kurten ** **
Carver 20 **
La Brisa/Rockwood ** ** _
• * Data not recorded at this time ,
** Not active at this time
BRYAN PUBLIC LIBRARY
DIVISION OF COMMUNITY & SUPPORT SERVICES
SUMMER READING CLUB
STATISTICS
LIBRARY TOTALS 1981 1982 1983
Enrolled 858 1073 1276
Finished 339 419 566
ROUNTREE ROOM
1981 1982 1983
Enrolled 630 826 1,030
Finished 243 209 464
BOOKMOBILE
1981 1982 1983
Enrolled 228 247 246
4110
Finished 96 129 102
1983 ENROLLMENT BY RESIDENCE
Bryan C.S. Other
BOOKMOBILE 30 216 0
ROUNTREE ROOM 702 279 49
LIBRARY TOTAL 732 495 49
4110
9/22/83