HomeMy WebLinkAbout09/16/2003 - Regular Minutes - Bryan College Station Library System Advisory Board MINUTES OF A REGULAR MEETING
BRYAN+COLLEGE STATION PUBLIC LIBRARY SYSTEM ADVISORY BOARD
• September 16,2003
On the 16th day of July 2003, the Bryan+ College Station Public Library Advisory Board of the cities of
Bryan and College Station, Texas, met in a regular scheduled meeting at the Bryan Public Library, 201 E.
26th Street,Bryan,Texas,and the following members were present:
1.ATTENDANCE
MEMBER Present/ #of Meetings #of Meetings %attended
Absent held since attended since inlast 6
appointment appointment months
Mr.Larry Ringer,President P 34 33 100
Mrs.Jo Berg P 28 26 100
Effie Perry P 18 15 66
Charles Smith P 15 14 100
Shirley Watts P 15 12 66
Jeanne Mitchell P 11 9 100
Eric Miller P 10 9 100
James Bradford P 5 3 66
2.Also present were Mrs. Clara Mounce, Community Librarian,and Mrs.Laura Mills, Secretary.
Visitors were Rev. Randy Beeler, Patricia Crawford, Kathleen Dill, Wendi Lamphear, Nina Leverkuhn,
Kenneth Loke,Charlie Shear, and Melanie Welch.
3. Larry Ringer called the meeting to order at 5:15 p.m. The order of the meeting was changed to allow
guests to be first order of business.
4. Mr. Kenneth Loke of Wells Fargo Bank presented two checks for $15,000 each from the Clifton and
Henrietta Doak Charitable Trust. The Doaks were educators in the Bryan/College Station area for many
• years. Mr.Ringer accepted the checks on behalf of the Bryan and College Station Libraries.
• 5. Mr.Ringer stated that the next item of business was review of the meeting room policy for the Bryan and
College Station Libraries. Mrs.Mounce said the board regularly reviews policies. Recent policies reviewed
include the gift policy, unattended children policy and computer use policy. She stated that the meeting
room policy should allow the widest use as possible from many groups. Mr. Ringer opened the floor for
discussion. Randy Beeler informed the board that he teaches English Literature to a group of 7 home school
students at the College Station Library. He said the larger meeting room allows refreshments and works well
for his class held from 11 a.m.to 1 p.m. two days a week. The proposed policy would allow a group to book
the group study rooms two times a week for two hours; however the large meeting room could only be
booked once a month up to three months in advance for three meetings. There was also discussion about the
words in the current policy "established non-profit groups." Mrs. Mounce informed the visitors that a
formal designation of 501 3c from the IRS was not necessary to book the meeting room,but that the wording
may be changed to clear the statement. Patricia Crawford addressed the library board with her concerns that
the home schoolers would not be allowed to use the large meeting to accommodate regular and continuous
classes. She stated her opinion that the meeting room was underutilized. Another guest,Wendi Lamphear
stated she was a Girl Scout leader for 19 girls who regularly met at the church, but appreciated the
opportunity to book the meeting room when the church was unavailable. Several other guests voiced their
thoughts on the proposed policy. It was suggested that the libraries collect data on requests for the meeting
room that were filled and also declined due to a prior booking. Mrs. Mounce responded that she would
initiate the collection of the data for review and discussion. Mr. Ringer thanked the visitors for their
comments and stated the board will address the policy again at the November 18th meeting.
6. The minutes of the July 15th meeting were approved as distributed. Mrs. Mounce said Olivia Burnside
requested a change in the minutes of May 20, 2003. Charles Smith made a motion to revise the minutes;
seconded by Eric Miller,the motion carried.
7. The statistics for July and August 2003 were reviewed. Both libraries showed increases in July;however,
in August,circulation in Bryan decreased whereas it increased in College Station.
8. In old business, Mrs. Mounce informed the board that the College Station Library would open fof
Sundays from 1:30-5:30 p.m.beginning in January 2004.
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• Minutes of the Bryan+College Station Public Library Advisory Board
September 16,2003
9. A. New business included discussion and review of the meeting room policy as described above.
B. The motion was made by Jeanne Mitchell to appoint Larry Ringer and Jo Berg, as primary and
secondary lay representatives to the Central Texas Library System. Seconded by Effie Perry, the motion
carried.
10. In the librarian's report,Mrs.Mounce invited board members to the dedication on October 4,2003 of the
"Gone to Texas"tapestry created by Mary Edna Dorsey and the Daughters of the Republic of Texas.
The Friends of the Library will host a book sale on October 18,2003.
11. Agenda items for the November 18th meeting include the meeting room policy.
12. The meeting adjourned at 6:45 p.m.
Larry Ringer,President Clara Mounce, Community Librarian
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