1999-07-28
* * UNOFFICIAL MINUTES
NOT APPROVED BY THE LIBRARY BOARD MEMBERS
1 CITY OF SOUTHLAKE
2 LIBRARY BOARD MEETING
3
4 July 28, 1999
5
6 MINUTES
7
8 Board Members Present: Chair Cynda Mast, Vice Chair Scott MacLeod, Maria Cameron,
9 Debbie Baynard, C. D. Peebles, Marjorie Zielke.
10
11 Board Members Absent: Wanda Poe
12
13 Staff Members Present: Steve Polasek, Deputy Director of Community Services; Ms. Sarah
14 Bruner, Community Services Intern.
15
16
17 Regular Session:
18
19 Agenda Item No. 1, Call to Order. The meeting was called to order by Chair Cynda Mast at
20 7:05pm.
21
22 Reports:
23
24 Agenda Item No. 2, Administrative Comments. Mr. Polasek informed the Board that Ms.
25 Teddi Zonker would no longer be attending the meetings as she has accepted the position of
26 Recreation Specialist with the Parks and Recreation Division. He then introduced Ms. Sarah
27 Bruner, Community Services Intern. Mr. Polasek next introduced Mr. Billy Campbell, City
28 Manager, and indicated that Mr. Campbell previously had spoken with Ms. Mast and
29 discussed various library issues with her. Mr. Polasek said that Mr. Campbell had agreed to
30 come before the Library Board to discuss some of those issues, specifically the location of
31 the ultimate library.
32
33 Mr. Campbell said he appreciated the opportunity to meet with the Board and indicated that
34 he had spoken with Council about the upcoming budget and the approximate figures for the
35 library. He believes there is some acceptance of the budget among council members. Mr.
36 Campbell said that he felt the Council did not want to raise taxes at this time. He said that
37 the City also is attempting to address certain personnel issues regarding the salaries of its
38 employees. Mr. Campbell indicated that he had not had a chance to discuss specific budget
39 line items with the Council, but that they will be doing so in the next couple of weeks. He
40 suggested that board members be informed as to when a particular issue will be discussed
41 and that they may want to consider being present at these budget meetings.
42
43 Ms. Mast inquired about the decrease in the budget figure for the salary of the Library
44 Administrator as shown in the budget summary. Mr. Polasek explained that the number
45 reflected a prorated salary to begin on January 1.
46
Library Board Regular Meeting Page 1 of 10
n:\parks & recreation\boards\library\minutes\072899.doc
* * UNOFFICIAL MINUTES
NOT APPROVED BY THE LIBRARY BOARD MEMBERS
1 Ms. Mast asked Mr. Campbell to speak to the Board about what he and she had discussed
2 regarding the permanent site for the library. She said that she and the other members were
3 very interested in talking about the resolution the Board had presented to the Council. Mr.
4 Campbell said that he believed that the Library Board, the Council, and the community
5 understood that Town Hall would be an intermediate site for the library. He said that while
6 he could not speak for the Council, he had spoken with some of its members about the option
7 of using the current location of City Hall as the permanent site for the library. He said that
8 when Town Hall is built, some of the personnel from City Hall will move there, leaving City
9 Hall as strictly a Department of Public Safety facility. Mr. Campbell explained that the City
10 has purchased land in the north portion of the City for a DPS station, but that there is no
11 funding mechanism available at this time to build a facility at that site. Mr. Campbell
12 explained that the Department's plan to move to the north site would make the current DPS
13 facility a potential subject of future bargaining with Cooper and Stebbins. He said that it is
14 possible that Mr. Brian Stebbins would be interested in trading a piece of his property for the
15 City Hall property. He emphasized that such a negotiation could not occur until DPS moved
16 to the north site, which should take place in five to six years.
17
18 Ms. Zielke arrived at 7: 1Opm.
19
20 Ms. Mast asked if there currently is a plan for the use of the City Hall property once it is
21 vacated. Mr. Campbell said that, at this time, no plan exists. Mr. Peebles asked what
22 departments will be left at the current site after Town Hall is complete. Mr. Campbell said
23 that only Police, Fire, and Building Inspections would remain at the current City Hall facility.
24 Ms. Mast asked how large the City Hall property is. Mr. Campbell said he believed that it is
25 approximately three to three and one half acres. Mr. MacLeod asked if the City Hall property
26 is the only section of land [in the immediate area] that does not belong to Cooper and
27 Stebbins. Mr. Campbell said that is true.
28
29 Mr. Peebles asked when the facility at the north site would be complete. Mr. Campbell said
30 the move would take place in approximately five years. Mr. Peebles inquired as to whether
31 Mr. Stebbins would be willing to wait five years to engage in a land trade and suggested that
32 the value of such a deal would decrease over time. Mr. Campbell suggested that the location
33 of City Hall on an arterial roadway would make the property more attractive in a potential
34 trade. Ms. Mast asked for the Board's opinion in choosing the City Hall property as the
35 library's permanent location. Ms. Cameron said that she favors the site based on parking and
36 access issues. Mr. Peebles said that he thought the Board's resolution stated its first
37 preference as being the location north of Federal Way. Ms. Mast asked Mr. Peebles to clarify
38 the location he was discussing. Mr. Peebles said he was referring to the block just north of
39 the future post office. Ms. Mast said she did not remember the exact language of the
40 resolution, but that she believed it contained the phrase "in or near". Mr. Peebles said the
41 location to which he had referred was the site that the Board had discussed with Mr. Curtis
42 Hawk. He said that Mr. Hawk had planned to discuss with Mr. Stebbins the possibility of a
43 land trade. Mr. Peebles expressed concern about the course of action in response to the
44 Board's resolution and said he is unfamiliar with the progress of construction at Town
45 Square. Mr. Campbell said that the post office is part of Phase H.
46
Library Board Regular Meeting Page 2 of 10
n:\parks & recreation\boards\library\minutes\072899.doc
* * OFFICIAL MINUTES
APPROVED BY THE LIBRARY BOARD MEMBERS
1 Mr. Campbell said he was there to present the City Hall site and the possible land trade as
2 options that would preclude the need to purchase additional property for the permanent
3 library. Mr. Peebles said he preferred to be as close to Town Hall as possible. He said he
4 believed the Board should give Mr. Campbell some direction and input on the issue. Mr.
5 Campbell said he did not need any definite direction that evening and that he was there
6 simply to discuss the options. Ms. Mast said she is primarily concerned with making sure
7 that the library receives first consideration in the decision regarding the use of City Hall. She
8 said she does not want to lose the chance to secure the site because the Board fails to make
9 clear its desire to use the property either for the library or in a land trade. Mr. Campbell said
to that the City has had no thoughts regarding the use of the City Hall property after DPS leaves
11 other than that it would be a valuable piece of property. He said that if the Board feels the
12 property would be a good location for the library, the members should consider informing the
13 Council of their desire to be considered for the use of the site through a letter or other means
14 of communication.
15
16 Mr. MacLeod asked Mr. Campbell what he believed to be the Council's feelings about the
17 $1.5 million library budget. Mr. Campbell said that while it is not a large amount of money
18 given what the Board wants to accomplish, it is a substantial amount given that there is no
19 previous funding. Mr. MacLeod indicated that he believed some of the items in the budget
20 that are listed as expenses could be capitalized. W. Campbell said that the opportunity to
21 capitalize should be used as long as it does not negatively impact the City's debt service or
22 other funding opportunities. He said that because there is no library tax in the city, the
23 library's budget is a General Fund issue. He said that the City will depend on its new
24 Finance Director to make sure all options for capitalization are considered.
25
26 Ms. Mast asked if Mr. Campbell or any council members had seen the Summary Needs
27 Assessment Data. She said the summary emphasized the level of enthusiasm among citizens
28 for a library. Mr. Campbell said that he did not know if the Council had been shown the
29 document in its entirety, but he said that he has indicated to its members the need to begin
30 work on the library project at some point in time. He said that in formulating the budget, the
31 City is minimizing new programs across the board. He said that the Council is reluctant to
32 raise taxes and has to address the personnel issues as well, but that it is aware of the need to
33 spend the necessary funds to start the library. Mr. Campbell said that he believes the Council
34 is aware of the need for quality in the new construction of the library as well as other
35 projects. Mr. MacLeod said that capitalizing certain items has a positive effect on
36 expenditures and reflects a responsible attitude toward spending taxpayers' money.
37
38 Mr. Peebles asked whether there has been any discussion about allocating a portion of the
39 half-cent sales tax to the library. Mr. Campbell said he had not had such a discussion and
40 was unaware of other conversations that may have taken place among other individuals. Mr.
41 Peebles said that as he understood the provisions of the tax as it was passed, there was a
42 specific exclusion of the library as a recipient of the funds. Ms. Mast said that she also had
43 that understanding. Mr. Peebles asked Mr. Polasek if there has been any discussion in the
44 Community Services Department about the issue. Mr. Polasek said there has not but that the
45 Department could investigate the wording of the tax provision. Ms. Mast said she thinks it is
46 time to revisit the issue given that it has been seven or eight years since its initiation. Ms.
47 Cameron said she thought it was to be readdressed after a couple of years. Mr. Peebles
Library Board Regular Meeting Page 3 of 10
n:\parks & recreation\boards\library\tninutes\072899.doc
* * UNOFFICIAL MINUTES
NOT APPROVED BY THE LIBRARY BOARD MEMBERS
1 expressed concern for the amount of money being spent on parks and asked whether some of
2 the funds could be allocated to the library. Mr. MacLeod asked whether some Parks and
3 Recreation programming would fall under the scope of library activity that would allow some
4 funding to go to the library. Mr. Polasek said that this is not the case.
5
6 Mr. Peebles said that he had suggested that the survey include a question asking whether the
7 citizens would be interested in a half-cent sales tax to help fund the library. He said he was
8 told such a question should not be included. Ms. Mast said that Florence Mason and Debbie
9 Edmondson had advised the Board not to include the question because the answers might be
10 unfavorable. Ms. Cameron said another concern had been that the results would indicate a
11 lack of support from the public that would negatively impact the Board's efforts before the
12 Council.
13
14 Mr. Peebles asked Mr. Campbell if he knew that, according to the survey results, 80 percent
15 of the public was unaware that the permanent library facility was not to be at Town Hall. He
16 said that the misunderstanding on this point has been of great concern to him. He said the
17 Board is aware of the inadequacy of Town Hall as the permanent location and passed the
18 resolution as a means of making the Council aware of the Board's preferences. Mr. Peebles
19 then read a passage from the resolution that expressed the Board's desire to locate the
20 ultimate library as close to Town Hall as possible. Ms. Mast said that the Board was told that
21 the resolution was presented to Council in early May. Mr. Campbell said he was not sure as
22 to the status of the resolution. Mr. Peebles emphasized the language in the resolution that
23 specified an area near Town Hall as the Board's first preference. He said he believed that to
24 be the block where the post office will be located. He explained that the Board failed to
25 identify a specific site in the resolution in order to avoid problems should that site be
26 unavailable.
27
28 Ms. Cameron said that based on.the survey results, adequate parking is a significant issue.
29 She suggested that the City Hall site is preferable because it would afford the library its own
30 parking. Ms. Zielke asked for clarification as to the parameters of the Town Square property.
31 The Board agreed that as a practical matter, there would be no distinction between the
32 buildings in Town Square and one located on the City Hall property.
33
34 Mr. MacLeod inquired about the plans for the signage/blank boards surrounding the Town
35 Hall construction site and asked whether some portion of it could be used to promote the
36 library. Mr. Campbell said he believed Mr. Ron Harper was working to get elementary
37 school students to help decorate the signs. The Board asked Mr. Campbell to speak with Mr.
38 Harper about the possibility of the library's using a portion of the boards.
39
40 Ms. Mast asked if there were any other questions for Mr. Campbell. Ms. Zielke asked what
41 the next step of the process would be. Mr. Campbell said he would be speaking with Mr.
42 Stebbins and Mr. Harper in the near future to explore the available options. He agreed to
43 look into the half-cent sales tax issue as well.
44
45 Mr. Peebles said that Mr. Stebbins desires a large amount of foot traffic in Town Square and
46 that he (Mr. Peebles) believes having the library located there would add to the amount of
47 such traffic. Ms. Zielke mentioned the potential parking problem posed by having the library
Library Board Regular Meeting Page 4 of 10
n:\parks & recreation\boards\library\minutes\072899.doc
* * UNOFFICIAL MINUTES
NOT APPROVED BY THE LIBRARY BOARD MEMBERS
1 in Town Square. Mr. Peebles said that this was one reason the Board chose not to pursue a
2 permanent facility at Town Hall. Mr. Campbell said that the design of Town Square calls for
3 perimeter parking in order to encourage foot traffic downtown. Mr. MacLeod said that the
4 Board's concern over the issue is not any greater than that of the retailers in Town Square.
5 Ms. Cameron noted the high priority ranking that parking received in the survey. Mr.
6 Peebles said that there would be parking available on the block north of the post office.
7
8 Ms. Zielke asked whether an additional floor could be added to City Hall. Mr. Campbell said
9 the plan is to raze the current building and to construct a new facility on the property. Ms.
10 Zielke asked whether the new building could be a two-story building. Mr. Polasek said it is
11 something that would need to be explored during the future design process.
12
13 Mr. Campbell asked if there were any additional questions. Ms. Zielke asked how the City's
14 five-year plan to vacate City Hall corresponded with the plans for the library. Mr. MacLeod
15 said that a land trade could be negotiated prior to the actual availability of the City Hall
16 property. Mr. Campbell explained the authorization process for a crime district tax, which
17 includes a public referendum, to fund construction of the DPS facility at the north site.
18
19 Mr. Peebles said that it is important for the Council to understand that everything included in
20 the budget can be moved to the permanent library facility. Mr. Campbell said that he wants
21 to make sure that the items purchased now are compatible with the plans for the ultimate
22 library. He said that he would inform the Board of when the library budget is up for review.
23 The Board thanked Mr. Campbell for his time and comments.
24
25 Ms. Mast raised the issue of a possible discount on certain budget items and said that after
26 checking with various vendors as well as NTRLS, she realized it is not possible to determine
27 whether such a discount could be applied. Mr. Polasek asked whether the Board would like to
28 discuss the budget at that time or if the members would prefer to wait until they reached the
29 item on the agenda. Mr. Peebles said that the Board should discuss the budget while Mr.
30 Campbell was still present. Ms. Mast asked if there were any procedural rules that prevented
31 discussion of the agenda items in a different order. Mr. Polasek said that he did not have a
32 problem with moving the budget item to the front of the agenda. The Board agreed to vote
33 on the approval of the minutes before moving on to discussion of the budget.
34
35 Consent Agenda:
36
37 Agenda Item No. 3.A.. Approval of the minutes of the June 2, 1999 meeting. The Board
38 presented minor changes. Motion was made to approve the minutes of June 23, 1999 as
39 amended.
40
41 Motion: Peebles
42 Second: Zielke
43 Ayes: Baynard, Cameron, Mast, Peebles, Zielke
44 Nayes: None
45 Approved: 5-0
46
47 Regular Agenda:
Library Board Regular Meeting Page 5 of 10
n:\parks & recreation\boards\library\minutes\072899.doc
* * UNOFFICIAL MINUTES
NOT APPROVED BY THE LIBRARY BOARD MEMBERS
1
2 Agenda Item No. 4. Public Forum. No issues were presented for Public Forum. Public
3 Forum was closed at 7:40 PM.
4
5 Consider:
6
7 There were no items to consider.
8
9 Discussion:
10
11 Agenda Item No. 6C.. Budget Process Update. Mr. Polasek began by detailing the timeline
12 of the budget process. He presented to the Board a summary of the revised budget figures
13 per its recommendations from the previous board meeting. He explained that the decrease in
14 the figure budgeted for the Library Administrator did not represent a decrease in salary, but
15 rather an estimated cost for a nine-month period beginning January 1, 2000. Mr. Peebles
16 asked how many cardholders are covered by the revised figure for Contracts and Services to
17 be paid to the Grapevine Library. Mr. Polasek said he did not have the specific breakdown
18 but that by his estimates, the $80,000 amount should be adequate to cover the demand at $25
19 per card. Mr. Peebles expressed concern that there would not be 3,200 new library cards
20 purchased by Southlake residents. W. Polasek said that Southlake currently receives a
21 monthly bill from the City of Grapevine for $5,000 to $6,000 for new library cards. Mr.
22 Peebles asked how many months are covered by the $80,000 figure. Mr. Polasek said it
23 covers twelve months. Ms. Baynard asked if this amount represents $25 per family. Mr.
24 Polasek said it is $25 per card. Ms. Baynard said that the Grapevine Library now issues only
25 one card per family.
26
27 Mr. Polasek further explained the changes in the library budget for supplies, furniture, and
28 resource materials as previously requested by the Board. Ms. Mast asked if the $10,000
29 given to the Grapevine Library is in addition to the contractual services fee paid each year.
30 Mr. Polasek said that Southlake is budgeting $10,000 a year for materials that belong to
31 Southlake but that Grapevine houses in its library. Mr. Polasek said this is not an obligation
32 under Southlake's contract with Grapevine.
33
34 Mr. Polasek discussed the budget figures for the automation system and computer equipment.
35 He said the decision to increase the budget for these items was made to ensure that they could
36 be transferred easily to the ultimate library. He then explained that the overall library budget
37 increased by approximately $270,000. Ms. Zielke asked whether the City has a specific
38 policy regarding the capitalization of budget items. Mr. Campbell said there are some
39 parameters that are used in making the decision to capitalize such as useful life versus cost of
40 items. Ms. Mast asked when and how the Board will know if some items are to be
41 capitalized. Mr. Campbell said that regardless of whether the items are labeled capital or
42 expenses, they still must approve the budget in terms of initial costs. Ms. Zielke said that she
43 believes the impact of expenses on a particular fiscal year would vary depending on how the
44 costs were capitalized. Mr. Campbell said the City has to consider its bonded indebtedness in
45 making decisions regarding capital. He said that the library budget must reflect the $1.5
46 million spending and that the decision to capitalize could be made later.
47
Library Board Regular Meeting Page 6 of 10
n:\parks & recreation\boards\library\minutcs\072899.doc
* * UNOFFICIAL MINUTES
NOT APPROVED BY THE LIBRARY BOARD MEMBERS
1 Ms. Zielke asked if the library could be expected to generate revenue in the first year. Mr.
2 Polasek said that any revenue would be minimal. He said that in his experience, the revenue
3 for the library in Hurst ran about $35,000440,000 a year. The Board agreed that most of a
4 library's revenue comes from the collection of fines. Ms. Cameron added that the library will
5 not have conference rooms available to rent to the public. Mr. Polasek said that any revenue
6 raised would have a minimal impact on such a large operating budget.
7
8 Ms. Mast asked Mr. Campbell when the Council would be considering the library budget.
9 Mr. Campbell said that meetings are scheduled for certain dates in August, but that no
10 specific times have been determined. Ms. Mast said that she would like to attend the
11 meetings. Mr. Campbell said he thinks that it would be beneficial for board members to be
12 available to answer questions the Council might raise during the meetings.
13
14 Mr. Peebles asked for further clarification on the budget figures for resource materials. Mr.
15 Polasek explained that the increase did not reflect the materials housed at the Grapevine
16 Library, but that the total figure of 30,000 items included both new and existing items. Mr.
17 Peebles then asked about basis for the figure for the automation system. Mr. Polasek said
18 that Florence Mason had advised him that the cost would vary depending on the size of the
19 system purchased. He said that after speaking with individuals from the Grapevine Library,
20 the decision was made to increase the budget amount in order to accommodate the eventual
21 move to the ultimate library. Mr. Peebles said that he is pleased to see the figure increased,
22 especially in light of the survey results regarding the respondents' desire for a user-friendly
23 automation system. Ms. Mast said that she would like to see a system in place that would
24 allow users to have access to neighboring community libraries. Mr. Polasek said that there is
25 a wide variety of systems from which the library will be able to choose.
26
27 Ms. Zielke asked if the Board needed to give Mr. Polasek its approval of the budget
28 summary. Mr. Polasek said that the summary was simply to inform the Board of the changes
29 made per its recommendations from the last meeting.
30
31 Mr. Campbell left the meeting at 8: 02pm.
32
33 Agenda Item No. 6A.. Summary Needs Assessment Data Mr. Polasek informed the Board
34 that Florence Mason was pleased with the results of the focus group meetings. Ms. Mast
35 commented that one of the individuals whom she had recommended to participate in the
36 focus groups was not contacted. Mr. Polasek explained that the groups were filled before all
37 of the individuals on the lists of potential participants were contacted. He said that despite
38 the department's efforts to remind participants of the meetings through phone calls and
39 letters, several people failed to attend the focus group sessions. He said that Ms. Mason
40 concluded that the focus group responses confirmed the results found in the telephone
41 surveys conducted earlier. Mr. Polasek said that while Ms. Mason was unable to attend the
42 July meeting, she would be present at the next board meeting to answer the members'
43 questions and to discuss the next phase of the start-up process.
44
45 Ms. Cameron asked if the Board would receive a more comprehensive summary of Ms.
46 Mason's findings. Mr. Polasek said that they are receiving information at each step in the
Library Board Regular Meeting Page 7 of 10
n:\parks & recreation\boards\library\minutes\072899.doc
* * UNOFFICIAL MINUTES
NOT APPROVED BY THE LIBRARY BOARD MEMBERS
1 process. He said that he found the summary to be consistent with the survey information.
2 Mr. Peebles asked for the other members' thoughts and impressions of the summary data.
3 Ms. Mast said she felt the summary confirmed many things the Board had previously
4 discussed. She said that the teenagers' desire for "a place of their own" would require greater
5 space than will be available in the temporary facility. She said that the conclusion that
6 Southlake residents show enthusiasm for a library is very significant. Mr. MacLeod said he
7 did not find anything surprising in the summary. Mr. Polasek said he was surprised by the
8 lack of interest in having internet access in the library. Ms. Zielke said that internet access
9 has become commonplace but that she thinks more advanced computer technology will be in
10 high demand. Mr. MacLeod said he believes the interest in internet access will come from
11 the desire to access subscription databases via the library system. Ms. Baynard said that it
12 will be important to inform the public of the kinds of computer resources that are available.
13
14 Ms. Mast said that the summary confirmed the community's desire for children's resources.
15 Ms. Zielke said she was surprised by the interest in services for adults. Ms. Mast said she
16 was surprised by the apparent lack in interest in having a library on the part of senior adults
17 given the social involvement of the senior adults in Southlake. The Board discussed
18 discrepancies in the survey results regarding the respondents' plans for retirement and
19 residence in Southlake.
20
21 Mr. Polasek said that Ms. Mason is also setting up meetings with Carroll ISD librarians
22 scheduled for early August.
23
24 Agenda Item No 6B. Alternative Sources of Library Funding. Mr. Polasek briefed the
25 Board on his efforts to gain information about establishing foundations to provide financial
26 assistance to the library. He said he is in the process of contacting Mr. Ron Heezen of the
27 Omaha Public Library who has had extensive experience with setting up foundations for
28 various projects. He said his conversations with several individuals led him to the conclusion
29 that it would be more beneficial at this time to pursue funding from foundations before
30 attempting to reestablish the Friends of the Southlake Library group. He explained that while
31 the Friends group is very helpful in providing volunteer assistance to the library, its ability to
32 raise substantial funds is minimal. He provided the Board with a copy of the by-laws for the
33 library foundation for the City of Euless. Mr. Polasek said that if the Board feels that this is
34 something it would like to pursue, he would continue to research the issue and provide the
35 members with more information at the upcoming meetings. Ms. Mast suggested contacting
36 people involved with the Carroll Education Foundation to get support for a library
37 foundation. Ms. Zielke asked what groups a foundation would approach in soliciting funds.
38 Mr. McLeod said that a foundation would provide financial assistance on a large scale by
39 contacting those individuals who serve as community liaisons for corporations. He said he
40 does not want to see the fundraising potential of a foundation detract from the funds
41 approved for the library budget. Ms. Zielke asked if corporations are the only source of
42 funds for a foundation. Mr. Polasek said that he is not certain, but that he will be researching
43 more information. He said that it is important that a foundation remain entirely separate from
44 the City.
45
46 Ms. Baynard said that she believes the Council would be receptive to the idea of a
47 foundation. Ms. Mast said that a foundation would allow the library to fund specific projects
Library Board Regular Meeting Page 8 of 10
n:\parks & recreation\boards\library\minutes\072899.doc
* * UNOFFICIAL MINUTES
NOT APPROVED BY THE LIBRARY BOARD MEMBERS
1 and that the Council would be in favor of such activity. Mr. Polasek emphasized that the
2 foundation would retain control of the funds it raised, which would prevent the City from
3 including the money in the library budget. Ms. Baynard said she thinks the library needs
4 both a foundation and a Friends group. Mr. Polasek agreed on the need for a Friends group
5 but suggested that the foundation should come first. Ms. Baynard said that it will be easier to
6 start a Friends group once the library is in operation. Ms. Zielke asked if one of the board
7 members should help start a Friends group. Mr. MacLeod said the board should help Mr.
8 Polasek with establishing a foundation by recruiting interested individuals. Mr. Polasek said
9 that the Board will need the Council's support in its efforts. He said he will be speaking with
10 Mr. Campbell about the issue in order to determine the best way to approach the Council
11 with the idea of starting a foundation. The Board discussed potential participants for a
12 foundation. Ms. Mast said that the board members should contact council members to
13 express their support for starting a foundation.
14
15 Mr. MacLeod said that the process of establishing a foundation should be started soon so that
16 requests to corporations can be made in accordance with their charitable giving schedules.
17 Mr. Polasek asked the Board to provide him with names of potential foundation board
18 members at the August meeting. Ms. Zielke asked whether someone on the board should
19 begin a recruitment effort for a Friends group. Ms. Cameron said that they should postpone
20 the effort until they can provide Friends members with opportunities to be involved with the
21 library.
22
23 Ms. Baynard asked if there are any publications available that discuss library foundations.
24 Ms. Mast said that she knows of some books that provide names of frequent contributors.
25 Mr. Polasek said that he believes that foundations draw on other foundations in establishing
26 their procedures and activities.
27
28 Ms. Baynard left the meeting at 9: 20pm
29
30 Mr. Peebles asked if the Board needs to meet before the scheduled August meeting to discuss
31 the construction of Town Hall. Mr. MacLeod asked about the timeline for the library
32 architect consultant. Mr. Polasek said that the consultant is working to make sure the facility
33 will have the necessary components for the library. Mr. Peebles asked about the progress and
34 plans for the construction. Mr. Polasek said he has been told to expect a move-in date of
35 October 2000. He said that he has reviewed the building plans with Ron Harper and that the
36 library is limited in its architectural options due to size limitations and budget constraints. He
37 said that the Board needs to consider how much money it wants to invest in the temporary
38 facility.
39
40 Ms. Mast asked what the plans were for the August meeting with Florence Mason. Mr.
41 Polasek said that Ms. Mason would be discussing the next phase of the process and outlining
42 the steps to be taken. Mr. Peebles inquired about the electrical wiring in the temporary
43 facility. Mr. Polasek said that steps were being taken to ensure that the library space will be
44 equipped with the necessary electrical and computer capabilities. Ms. Mast asked if the
45 Board would be discussing the interior arrangements of the library at the August meeting.
46 Mr. Polasek said that Ms. Mason would be able to provide more information about the timing
47 of such decisions. Mr. Peebles said that he was concerned about the lack of information
Library Board Regular Meeting Page 9 of 10
n:\parks & recreation\boards\library\minutes\072899.doc
* * UNOFFICIAL MINUTES
NOT APPROVED BY THE LIBRARY BOARD MEMBERS
1 about the plans for the building that the Board has been receiving. Ms. Mast said that there
2 needs to be better communication between the Board and the architects and engineers
3 designing the building. Mr. Polasek said that he would schedule a meeting with Ron Harper
4 in the near future to discuss the Board's concerns.
5
6 Agenda Item No. 7., Adjournment. The meeting was called for adjournment at 9:31pm by
7 Chair Cynda Mast.
8 ,
9
10
11 /12
13 Chair,aynda Mast
14
15
16 Attest:
17
18
19
20
21 eve Iftek
22 Deputy Director of Community Services
Library Board Regular Meeting Page 10 of 10
nAparks & recreation\boards\library\minutes\072899.doc