Min - Library Board - 2008 - 11/11 - RegularALLEN PUBLIC LIBRARY
SPECIAL CALLED MEETING
NOVEMBER 11, 2008
Present:
Don Wing, Board Chair
Board members:
Donna Drews Various
Mar}, Jane Hamilton
Susan McDaniel
Tanya Gould
Mark Carpenter
Geoffrey Smith
City Staff:
None
Call to Order and Announce a Quorum is Present
With a quorum of the Board members present, the Special Called Meeting of the Allen Public Lbrary was
called to order by Board Chair, Donald Wing, at 7:30 p.m. on Tuesday November 11, 2008 in the Board Room
of the Allen Public Library, 300 North Allen Drive, Allen, Texas.
Reeular Aeenda
Discuss Texas Attorney General Opinion Re: Open Meetings Act (Opinion No, CA -668).
A copy of this report was given to each board member. Changes have been made to the Open Meetings
Act. Agendas prepared for each board meeting has to be specific for each subject discussed in the
board meetings If the subject is not on the agenda it is not to be discussed. If we had a citizen come to
the board meeting and wanted to ask a question the board could not answer that question The citizen
would be told the company policy and the board could discuss whether this item could be added to the
agenda for the next meeting The board is required by the City to meet the Open Meetings Act
2. Elect Officers for FY 2008-2009.
The Library Board elected Officers for the new year. Board Chair, Donald Wing opened up
nominations for the Board Chair. Donna Drews Various nominated Mary Jane Hamilton NiarN Jane
accepted the Board Chair position.
Guests:
None
Call to Order and Announce a Quorum is Present
With a quorum of the Board members present, the Special Called Meeting of the Allen Public Lbrary was
called to order by Board Chair, Donald Wing, at 7:30 p.m. on Tuesday November 11, 2008 in the Board Room
of the Allen Public Library, 300 North Allen Drive, Allen, Texas.
Reeular Aeenda
Discuss Texas Attorney General Opinion Re: Open Meetings Act (Opinion No, CA -668).
A copy of this report was given to each board member. Changes have been made to the Open Meetings
Act. Agendas prepared for each board meeting has to be specific for each subject discussed in the
board meetings If the subject is not on the agenda it is not to be discussed. If we had a citizen come to
the board meeting and wanted to ask a question the board could not answer that question The citizen
would be told the company policy and the board could discuss whether this item could be added to the
agenda for the next meeting The board is required by the City to meet the Open Meetings Act
2. Elect Officers for FY 2008-2009.
The Library Board elected Officers for the new year. Board Chair, Donald Wing opened up
nominations for the Board Chair. Donna Drews Various nominated Mary Jane Hamilton NiarN Jane
accepted the Board Chair position.
ALLEN PUBLIC LIBRARY BOARD
REGULAR MEETING
NOVEMBER 11, 2008 PAGE 2
Motion: Upon A motion made by Board Member, Susan McDaniel, and a second b} Board Member.
Mark Carpenter, the Board voted (7) for and none (0) opposed to approve Mary Jane I lamilton as the
new Chair for the year 2008-2009
Board Chair, Donald Wing opened up nominations for the Vice -Chair. Board Member Mary Jane
Hamilton nominated Susan McDaniel to serve a second term. Susan McDaniel accepted the Vice -Chair
position.
Motion: Upon A motion made by Board Member, Donna Drews Various, and a second by Board
Member, Mary Jane Hamilton, the Board voted (7) for and none (0) opposed to approve Susan
McDaniel as the Vice -Chair for the year 2008-2009
Board Chair Donald Wing opened up nominations for the Secretary.
Motion: Upon A motion made by Board Member, Mark Carpenter, and a second by Board Member,
Geoffrey Smith, the Board voted (7) for and none (0) opposed to approve Tanya Gould as the new
Secretary for the year 2008-2009
3. Approve Minutes of October 7, 2008 Regular Meeting.
Motion: Upon A motion made by Board Member, Don Wing, and a second by Board Member, Susan
McDaniel, the Board voted (7) for and none (0) opposed to approve the October 7, 2008 minutes with 2
corrections,
4.
4. Discuss Meeting Schedule for FY 2008-2009.
The Library Board discussed having the board meetings on a bi-monthly basis It iN as deeded they
would remain monthly as they do not have one in September because they always attend the Young
Writer's Reception in lieu of the board meeting and in December because the board always attends the
Annual Board Appreciation Dinner given by the City of Allen.
5. Discuss Possible Joint Projects with Friends of the Library.
The board discussed having ajoint meeting with the Friends of the Library to consider doing some Joint
projects together. One of the things the Friends were interested in was having the Library Advisory
Board partner with them on Teen Scholarships in awarding one to teens who have volunteered at the
library to help out with their education and also to partner with the library board on the appreciation
lunch they do every year for the library staff. The board decided to invite the Friends to the next
Library Board meeting in January
6. Discuss Development of Library Security Policy.
Director, Jeff Timbs discussed the development of a Library Security Policy The Itbrary does not have
a security policy at this time and Jeff had mentioned at a previous meeting for the librm) board to help
develop some library policies This would be one of the first policies to work on So we could hate
something in place for the library staff to follow should the need arise for the safety of library patrons
and the staff He would like for the board to form a committee outside of the normal meetings to work
on this. Jeff suggested having 3 board members on the committee to work on this outside of the regular
board meeting so you would have a good mix of ideas and share the work load among 3 people and
would not have to have a quorum. Board member Tanya Gould volunteered to chair the committee
Mark Carpenter and Don Wing volunteered to be the other two members.
I
1
ALLEN PUBLIC LIBRARY BOARD
REGULAR MEETING
NOVEMBER 11, 2008
7. Discuss Loan Star Libraries Grant.
10.
PAGE
Jeff discussed the Loan Star Libraries Grant with the board letting the board know how the library was
going to use the funds this year. Sixty percent of it will go towards purchasing more non -print, audio
and video materials to build those collections. Part of it will be used for temporary personnel in the
summer to help with the children and teen programs and also a temporary page to help with shelving
the books The rest of the grant will be used for signage in the library and encap displays in the
nonfiction area. There will be 6 ongoing displays.
Review October Statistics and Suggestion Farms.
The board reviewed the statistics Programs were down some due to the fact the library was celebrating
the 401h Anniversary and had ongoing programs all month to celebrate this event. The board read the
suggestion forms
Review Calendar Items:
November 12 Civil War Stories, 4 p.m.
November 15 Collin County Civil War Living Historians, 2 p.m.
November 22 Read to Rover, 10:30 p.m.
November 24 Coyote Tales Puppet Shows, 2 p.m., 3.15 p.m.
November 26 Library Closes at 6 p.m.
November 27-28 Library Closed
December 2, 9, 16 Holiday Film Series, 7 p.m.
December 7 Christmas Parade, 2 p.m.
December 12 Annual Board Appreciation. Social, 6:30 p.m., Dinner, 7:30 p.m.
December 24-25 Library Closed
December 31 Library Closes at 6 p.m.
January 1 Library Closed
The board discussed the various activities that will be going on at the library
Motion: Upon A motion made by Board Member, Susan McDaniel, and a second by Board Member,
Don Wing, the Board voted (7) for and none (0) opposed to adjourn the library board meeting at 8:30
PM.
These minutes read and approved this 6th day of January, 2009.
APPROVED: ATTEST:
1 Mary Jung Ahmilton, Chairperson Tanya ould,ec tary