1999-06-23
* * OFFICIAL MINUTES
APPROVED BY THE LIBRARY BOARD MEMBERS
I CITY OF SOUTHLAKE
2 LIBRARY BOARD MEETING
3
4 June 23, 1999
5
6 1VIINUTES
7
8 Board Members Present: Chair Cynda Mast, Debbie Baynard, C. D. Peebles, Wanda Poe,
9 Marjorie Zielke.
10
11 Board Members Absent: Vice Chair Scott MacLeod, Maria Cameron
12
13 Staff Members Present: Steve Polasek, Deputy Director of Community Services, Ms. Christal
14 Kliewer, 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 due to her new position within the
26 Department of Community Services as a Recreation Specialist. He then introduced Ms.
27 Christal Kliewer, Community Services Intern, who would be attending the meeting. Mr.
28 Polasek informed the Board of the up-coming special events within the City of Southlake on
29 July 26, 1999 (Stars and Stripes Celebration) and July 3, 1999 (Community Independence
30 Day Celebration), as well as the Northeast Family Fourth celebration at the Tarrant County
31 College Northeast Campus on July 4, 1999.
32
33 Ms. Mast inquired whether the Board knew the progress of the library focus groups. Mr.
34 Polasek informed the group that the focus groups conducted by Ms. Florence Mason where
35 scheduled for July 12-13, 1999 at the Community Center in Bicentennial Park. He added that
36 varying times had been set-up for the sessions to accommodate the different groups.
37
38 The Board asked whether staff still needed more prospects for the focus group and whether
39 Southlake Youth Action Commission (SYAC) members had been contacted to participate.
40 Mr. Polasek reported that staff would gladly accept any additional prospective participant
41 names, especially in the Youth 8-12, Youth 13-17, and the Small Office/Home Office
42 categories. He added that SYAC members were being contacted with the help of Ms.
43 Courtney Queen, Community Services Coordinator.
44
45 Ms. Zielke asked if the Pavilion in Town Square was City property. Mr. Polasek responded
46 confirming that the Pavilion area is within a public park and therefore City property. Ms.
47 Zielke commented to the Board that that area could be utilized for the Library's children's
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1 programs. Mr. Polasek affirmed the suggestion adding that Northeast Tarrant Arts Council
2 Masterworks programs may be scheduled for that area in the future. Mr. Polasek also
3 advised the Board that the Department of Community Services is responsible for scheduling
4 the use of the Pavilion area.
5
6 Consent Agenda:
7
8 Agenda Item No 3 A Approval of the minutes of the June 2, 1999 meeting. The Board
9 presented minor changes. Motion was made to approve the minutes of June 2, 1999 as
10 amended.
11
12 Motion: Zielke
13 Second: Peebles
14 Ayes: Mast, Peebles, Poe, Zielke
15 Nayes: None
16 Approved: 4-0
17
18 Regular Agenda:
19
20 Agenda Item No. 4 Public Forum. No issues were presented for Public Forum. Public
21 Forum was closed at 7:17pm.
22
23 Consider:
24
25 Agenda Item No 5 Preliminay Library Division Budget. Mr. Polasek presented the Board a
26 preliminary summary of the proposed Library Division Budget. He noted the change from
27 the $150,000 for Contractual Services listed in the Board members' packet to $100,000 due
28 to needed reevaluation. Mr. Polasek reported that in the budget proposal to the City Council
29 he will stress that the proposed amounts are realistic in nature, but still preliminary estimates.
30 He also informed the Board that a revised budget along with an annual operating budget will
31 be presented to Council at Mid-Year Review.
32
33 In reference to the listed Personnel Costs, Mr. Polasek explained that the figure included both
34 salary and benefits for the Library Administrator position as budgeted for October 1999. Mr.
35 Peebles inquired how much of the personnel cost listed is salary alone. Mr. Polasek reported
36 that the proposed salary portion would be approximately $47,000. The Board discussed the
37 competitiveness of the salary for the current job market and the experience level of
38 candidates the salary would attract. Ms. Mast reported example salaries from other area
39 libraries for similar positions. Mr. Polasek added that the City's Human Resources
40 Department had performed a local salary survey to determine the proposed salary. Staff also
41 reviewed the number with Ms. Florence Mason who supported the proposed salary indicating
42 that it was competitive to similar existing positions in other City libraries.
43
44 Mr. Polasek stated that the Professional Services section would provide funding for the
45 remainder of Ms. Mason's contract, as well as, funds for contracted grantwriting to help
46 underwrite library expenditures. He explained the proposed Contractual Services amount is
47 based on a $25 per library card fee with the Grapevine Library and an estimate number of
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APPROVED BY THE LIBRARY BOARD MEMBERS
1 users. Mr. Polasek outlined Supplies as representing the costs of administrative office
2 supplies and promotional fliers and brochures for the library prior to opening day.
3
4 Miscellaneous items were outlined by Mr. Polasek to include training and travel expenses,
5 membership and dues, and mileage reimbursement. He added that memberships and
6 conferences for the Texas Library Association and Public Libraries of North Texas were
7 included in this estimate. Ms. Zielke inquired whether this budget item includes visits to
8 other similar facilities by the Library Administrator. Mr. Polasek responded that the
9 Administrator would be able to visit such facilities but only on a local basis. The Board
10 discussed including funding for the Administrator to attend the American Library
11 Association conference. Mr. Polasek stated he had no problem adding funding to the
12 preliminary budget request for this item with the Board's support.
13
14 Mr. Rex Potter, City Council Member, arrived at approximately 7.35pm.
15
16 Ms. Mast inquired whether the 20,000 opening day collection included materials from the
17 Grapevine Library. Mr. Polasek responded that the 20,000 volumes would be in addition to
18 those from the Grapevine Library. Ms. Mast informed the Board that the Texas Library
19 Association standard is one item per capita. Mr. Polasek stated that with the books from the
20 Grapevine Library, approximately 3,500, the Southlake Library will meet that requirement.
21
22 Ms. Zielke asked if any of the Capital Outlay Items were capitalized or was a depreciation
23 fund set-up. Mr. Polasek answered that the items would be direct capital outlay purchases.
24
25 Mr. Potter stated that the Board needed to know the important bottom line once the Council
26 has "skinnied down" the budget proposal.
27
28 Mr. Peebles suggested raising the number of opening day new volumes to 25,000 to create a
29 better per capita rate. Mr. Potter reminded the Board that they can reevaluate their needs at
30 Mid-Year Review. The Board requested that the initial collection equal 30,000 materials,
31 including the approximately 3,500 currently stored at the Grapevine Library, or 1.5 materials
32 per capita. Staff will also provide to Council at the June Budget Retreat approximate costs
33 for collections ranging from 30,000 to 20,000 materials.
34
35 Mr. Potter inquired whether staff had looked at the proposed furniture. Mr. Polasek
36 responded that the proposed budget amount is based on $10.00-$15.00 per square foot basis
37 provided by the architect who is working with the City and F. Mason and Associates on the
38 Library. Mr. Potter expressed his concern about the price of furnishings rising and leaving
39 the Library division with insufficient funds. Mr. Polasek assured the Board he would remind
40 Council that these figures are very preliminary. Mr. Peebles asked whether the estimated
41 range from the architect is a conservative figure and which end of the range was used to
42 calculate the budget estimate. Mr. Polasek said that he used an $11.00 per square foot
43 standard. The Board expressed concern that the estimate for furnishings might be too low to
44 provide the quality that the community is expecting. The Board discussed per square foot
45 amounts of other local libraries. Mr. Polasek stated that based on Board support he would
46 change the proposed budget amount to $15 per square foot.
47
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* * OFFICIAL MINUTES
APPROVED BY THE LIBRARY BOARD MEMBERS
1 Ms. Poe asked what the move in condition of the Town Hall facility will be, whether or not
2 there will be carpet. Mr. Polasek said that the area will have flooring and fixtures installed.
3
4 Mr. Potter questioned whether the funding for the Library Division will come from the
5 General Fund or the TIF. He was concerned that the $1.2 million requested would be 1/20 of
6 the City's total budget. Mr. Polasek responded that to his knowledge the division would be
7 funded through the General Fund, but the final decision will rest with the City Council and
8 City Manager. Mr. Potter suggested that staff begin working with Lynn Martinson, Interim
9 Finance Director to explore alternative funding. Mr. Potter added that since the City Hall
10 project will be TIF funded there may be reason to fund the Library in the same manner. Mr.
11 Peebles suggested that Mr. Polasek stress to the Council that the $15.00 per square foot rate
12 was only being calculated on 10,000 of the 12,000 available square feet.
13
14 Ms. Mast suggested holding off on staffing of the library. Mr. Polasek stated that the
15 Department of Community Services would provide the initial clerical support for the Library
16 Administrator through existing employees.
17
18 Ms. Poe inquired who was in charge of coordinating the finish out of the space in City Hall
19 with the delivery of the Library furnishings. Mr. Polasek said that Mr. Ron Harper, Director
20 of Engineering, is overseeing the Town Hall project for the City and would coordinate with
21 Mr. Bill Hidell, the Library architect working in the Board's interest. Ms. Poe also asked if
22 the Library would have an interior design consultant. Mr. Polasek stated that interior design
23 work was included in the bid package from Ms. Mason and Mr. Hidell. The Board questioned
24 whether they would have input into the interior design decisions. Mr. Polasek said that the
25 Board will be involved in the design of the Library interior, however, he cautioned them that
26 funding for project construction is already allocated and "additions" to the plans are not
27 included in the construction budget which is administered by Mr. Ron Harper.
28
29 Mr. Peebles asked whether the resource materials estimate included large volume order
30 discounts. Ms. Mast stated that libraries usually order preprocessed "opening day
31 collections" from distribution companies. Mr. Polasek responded that the discount savings
32 are figured into the estimate per Ms. Mason. Ms. Mast added that the increase of the
33 collection from 20,000 to 30,000 volumes, however, might present an adjusted discount. Ms.
34 Mast said she would research the possible added savings.
35
36 Mr. Peebles inquired into the specifications of the proposed automation system. Mr. Polasek
37 read the Board a brief overview of the automation system suggested by Ms. Mason. He
38 added that he would not know the number of stations until the later in the planning phase.
39 Mr. Peebles asked what was the range of the suggested estimate for the system. Mr. Polasek
40 stated that Ms. Mason suggested a preliminary cost of approximately $150,000.
41
42 The Board discussed contacting local libraries/librarians to research the size of their opening
43 day collections to better determine the Southlake Library's opening volume number. Mr.
44 Polasek said he would contact Ms. Mason for her statistics on first time library opening
45 collections.
46
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* * OFFICIAL MINUTES
APPROVED BY THE LIBRARY BOARD MEMBERS
1 Mr. Peebles suggested lowering the Contractual Services amount to an absolute minimum in
2 order to increase the amount dedicated to resource materials. Mr. Polasek said he will
3 reevaluate the trends in that area and examine readjusting the figures.
4
5 Mr. Polasek restated the Boards proposed changes to the preliminary budget.
6
7 Motion was made to accept the preliminary budget summary with changes.
8
9 Motion: Poe
10 Second: Baynard
11 Ayes: Baynard, Mast, Peeples, Poe, Zielke
12 Nayes: None
13 Approved: 5-0
14
15
16 Discussion:
17 The Board discussed the preliminary results from the telephone survey. The Board also
18 discussed with Mr. Potter the need for City Council action on the Board's resolution for
19 naming of a permanent site for the library. Board members expressed concern about
20 educating the public on the temporary facility and the future of the library.
21
22 Agenda Item No. T. Adjournment. The meeting was called for adjournment at 9:39pm by
23 Chair Cynda Mast.
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25
26
27 f
28 IAI
29 Cha , da Mast
30
31
32 Attest:
33
34
35
36
37 Steve olasek
38 Deputy Director of Community Services
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