BM 2003-06-12 LBWILLIAM T. COZBY PUBLIC LIBRARY
LIBRARY BOARD MINUTES
June 12, 2003
The William T. Cozby Public Library Advisory Board met in regular session on Thursday, June 12, 2003
in the boardroom at the William T. Cozby Public Library.
1. CALL TO ORDER: The meeting was called to order by Chair, Chris Reed at 7:05. Other board
members present were Nancy LeMay, Carol Ann Myers, Charles Petty, Saul Friedman and John Reenan.
Staff in attendance were Library Director, Kathy Edwards, Administrative Secretary, Janet Lance and
Youth Services Librarian, Debbie Brightwell.
2. READING AND APPROVAL OF BOARD MINUTES DATED April 10, 2003: Nancy
Lemay motioned to approve the minutes as written and Charles Petty seconded the motion. All were in
favor and the minutes were approved.
3. CITIZENS' APPEARANCES: None
4. REPORT ON SUMMER READING CLUB, DEBBIE BRIGHTWELL, LIBRARIAN
SUPERVISOR: Debbie reported that on June 9, 2003 the Summer Reading Club started and as of June
12th, 800 have signed up. The volunteen program has 52 volunteen's, ages 12-16, helping with SRC
programs. There were 40 volunteen hours the first 4 days of the SRC.
LIBRARY DIRECTOR'S REPORT:
· Budget/Five Year Update: We have submitted a slightly reduced budget, which reflects
our hard-earned decreased usage in electricity and gas. Funds for temporary staffing have
been eliminated as existing staff can cover night and weekend hours with attrition if a staff
member leaves. The submitted budget includes $125,000 for library materials.
Video to DVD Format: We received authorization to transfer $20,000 from current
year's electricity into library materials to partially fund the VHS to DVD conversion. This
will bring our total materials budget for FY 02/03 to $185,000. We will be purchasing adult
and children's DVD's and hope to have them start arriving before the end of the Summer
Reading Club.
Grants: (TIF) The new self check carrel is scheduled for delivery by the end of June. We
have 10 of the new Internet workstations in the deployment area. Connie Moss is working on
loading the software and once that has been completed, she will order the remaining
workstations. (Denton County) The upholstery bid was awarded and the vendor has re-
upholstered over half the reading chairs. (Loan Star) The 10-year microfilm backfile for the
Dallas Morning News has been received. We now have the DMN on film from 1987 to
present.
Workload Statistics: On April 26, 2003, the air conditioning system was shut down at
3:00pm to do an overnight project. We ended up without air for five days and during that time
we had to close early several days, which caused a decrease in April's circulation. Circulation
for 2002/2003, the first full year following the halving of the library's materials budget, has
been negatively impacted. Gate count has increased and Internet use has increased year to
date, 25%.
A concern has arisen regarding increased workload in the library with a staffing change in
the schools effective this fall. Library staff have been told that upon the retirement of an
elementary school librarian, the position will be eliminated and an existing librarian will be
asked to cover two elementary schools. Her workload will go to nearly 1000 students. The
cuts in the schools materials budgets have already increased pressure on our materials budget.
The decrease in a school librarian position will have an even greater negative impact on our
ability to serve those students who will have reduced access to their schools collections and a
librarian to assist them in their assignments.
Long Range Planning Update: Kathy passed out the draft of the Preliminary
Findings/Assumptions from Florence Mason and the supporting consultants. She reviewed the
information with the board members and ask that they look it over and email her with any input
that they may have. Due to the overwhelming amount of data, it was felt that more time is
needed to define the goals and objectives. Florence Mason has agreed to extend her contract
until September 30, 2003 to allow more time for plan development.
6. MEDIA CONTACT: Kathy informed the board members that in the event that the media
contacts them that they cannot as an individual represent the board nor the city. The issue needs to be
added to the Board Agenda, discussed and documented in the board minutes.
7. ANNUAL 2003 BOARD/COMMISSION/COMMITTEE APPOINTMENS: The board
members who terms expire in October 2003 were given applications for Boards, Commissions and
Committees to reapply for another term. The completed form is due at the City Secretary's Office,
Wednesday, July 30, 2003 at 5:00pm. Student Advisor, Katelyn Browne moved to North Carolina June
10, 2003. Nancy LeMay recommend that a letter be sent to Katelyn expressing the board's appreciation
for her dedication and input while serving as a Student Advisor. Kathy Edwards will write the letter on
behalf of the board and mail it to Katelyn.
Chris Reed motioned that the July board meeting be cancelled and that the next board meeting be on
August 14, 2003. The motion was seconded by Carol Ann Myers. Motion carried.
8. ADJOURNMENT: Saul Friedman motioned and Nancy LeMay seconded to adjourn at 8:20pm.
Carried.
Respectfully submitted,
Janet Lance
Administrative Secretary
Approved as written 08/14/03
C:/minutes/Junel2.DOC
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