1999-05-12
* * OFFICIAL MINUTES
APPROVED BY THE LIBRARY BOARD MEMBERS
1 CITY OF SOUTHLAKE
2 LIBRARY BOARD MEETING
3
4 May 12,1999
5
6 MINUTES
7
8 Board Members Present: Chair Cynda Mast; Vice Chair Scott MacLeod; Debbie
9 Baynard; Maria Cameron; C.D. Peebles; Wanda Poe; Marjorie Zielke.
10
11 Board Members Absent: None.
12
13 Staff Members Present: Mr. Steve Polasek, Deputy Director of Community Services;
14 Teddi R. Zonker, Administrative Secretary.
15
16
17 Regular Session
18
19 Agenda Item No. 1, Call to order. The meeting was called to order by Chair Cynda Mast
20 at 7:04pm.
21
22 Agenda Item No. 2, Administrative Comments. Mr. Polasek indicated that the previous
23 attendance record was incorrect and that a correct attendance record has been distributed
24 to the Board. Mr. Polasek asked if this is something the Board wishes to see on a
25 monthly basis. The Board stated that they do not wish to see this record each month but
26 rather would like to review it periodically.
27
28 Consent Agenda
29
30 Agenda Item No. 3.A., Approval of the minutes of the April 28, 1999 meeting.
31
32 Motion was made to approve the minutes of the April 28, 1999 meeting.
33
34 Motion: MacLeod
35 Second: Peebles
36 Ayes: Baynard, Cameron, Mast, MacLeod, Peebles, Poe
37 Nayes: None
38 Approved: 6-0
39
40 Regular Agenda
41
42 Agenda Item No. 4, Public Forum. No public present. Public Forum was closed at
43 7:08pm
44
45 Ms. Zielke arrived at 7: 08pm.
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* * OFFICIAL MINUTES
APPROVED BY THE LIBRARY BOARD MEMBERS
1
2 Consider
3
4 No items.
5
6 Discuss
7
8 Agenda Item No. 6.A. Planning and work session with F. Mason and Associates. Mr.
9 Polasek introduced Ms. Florence M. Mason of F. Mason and Associates and Bill Hidell
10 of Hidell Architects. Ms. Mason greeted the Board and introduced Louella V.
11 Wetherbee, Library Management Consultant and William H. Hidell, AIA and Merrily K.
12 Moss of Hidell Associates Architects.
13
14 Ms. Mason said that concerning the survey, she has done some research on the City of
15 Southlake and begun gathering demographic and survey data. She stated that it is very
16 important for her to receive comments from the Board with regard to survey questions.
17 She said that the one important aspect is to create a survey that is focused and brief. Ms.
18 Mason said that the length of a survey is an important issue when trying to obtain
19 information from the public.
20
21 Ms. Mason said that her group hopes to obtain an understanding from the Board, as city
22 residents, of what they want in a Library. She asked that the Board consider technology
23 changes as an important aspect.
24
25 Ms. Mason and the Board did a "walk though" of the survey. The Board provided input
26 and suggestions intended to improve the survey document. Additional survey questions
27 or comments will be forwarded to Ms. Mason. Ms. Mason pointed out that the survey
28 would be a telephone survey and take approximately ten minutes.
29
30 Ms. Mason said that prior and future library use information is very important to obtain.
31 Ms. Mast said that the library should be a "meeting place" for programming as well. Mr.
32 Polasek indicated that the library has the ability to contain technologically advanced
33 learning opportunities as well as serve as the cultural center of the community.
34
35 Ms. Zielke asked if these questions are standard or have they been customized for the
36 City of Southlake. Ms. Mason said that she selected some common general questions as
37 well as customized the survey for the City of Southlake.
38
39 Mr. Peebles discussed questions 7, 9, and 11 and suggested that these three questions
40 should be combined into one question. Mr. MacLeod asked that question 7 include
41 internet access. Ms. Mason stated that combining questions 7 and 9 is a possibility. Ms.
42 Mason stated that the final questions concerning the respondents assist with marketing
43 the library.
44
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* * OFFICIAL MINUTES
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1 Ms. Zielke asked that question 18 concerning income be reviewed due the fact that the
2 average family income in the City of Southlake is $85,000. She said that she does not
3 want any income category eliminated, but she would like more of a breakdown with
4 regard to $100,000 and over. Ms. Mason said that she will review this item and increase
5 the income level to $200,000.
6
7 The Board decided to review each question contained within the survey.
8
9 Concerning questions 1 through 3, Ms. Mason said that the survey will be conducted
10 during the evening and weekend hours in order to contact the proper person within the
11 household. Ms. Mast asked if the surveyor will announce that the questions are
12 concerning a city service. Ms. Mason said that callers will identify themselves and have
13 a script to read concerning this issue.
14
15 Ms. Cameron stated that the religion section is quite popular in many bookstores. The
16 Board said that an "inspirational" section would be valuable. Ms. Zielke asked about the
17 uses and services listed. Ms. Mason said that some individuals visit the library to use the
18 copy machine. She said that these types of questions are to field these types of users.
19 Mr. Peebles asked that `bi-weekly" be added to question 1. He suggested that question 2
20 concerning other libraries be placed after question 3 and ask the question "what needs" in
21 terms of why individuals use other libraries. Ms. Wetherbee said that distance academic
22 learning uses could be prompted during the survey. Mr. Peebles asked that software and
23 internet access be listed as specific questions.
24
25 Ms. Mason asked that the Board feel free to note all questions and comments concerning
26 the survey and return their input to her by fax or email. She said that the Board will
27 receive a final draft of the survey for their review.
28
29 Concerning questions 4-6, Ms. Mason asked that the Board submit their additions or
30 deletions to these sections. Mr. Peebles discussed grouping some of the questions. Ms.
31 Mason said that she can review combining questions 7 and 9.
32
33 Council Member Ms. Debbie Edmondson arrived at 8:12pm.
34
35 Concerning questions 7-11, Ms. Mast mentioned the option of reserving books from
36 home via on-line. Ms. Wetherbee said that this access depends on the type of automation
37 system utilized and this item would be discussed at a later date. Ms. Mason said that this
38 question could be approached in a "preference" manner. For example, "Do you
39 prefer..." Ms. Cameron referred to question 8, concerning hours. She asked to edit this
40 question to address changes in family schedules during the summer months.
41
42 Mr. Peebles asked for this question to be listed as "What hours are you most likely to
43 use..." He referred to a book drop site.
44
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* * OFFICIAL MINUTES
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1 Mr. Peebles inquired about asking the opinion of a book mobile. Ms. Mason said that she
2 highly recommends against a book mobile. She said that very few people use such a
3 service and it is very expensive. Mr. Polasek asked that this item not be on the survey at
4 this time as recommended by Ms. Mason. He said that the Board and staff may return to
5 the subject of a book mobile at a later date.
6
7 Mr. Polasek indicated that the City must be ADA compliant, so this item should be
8 deleted from the questions. Ms. Mason stated that question 11 may be deleted in order to
9 shorten the survey. The Board stated that they want to keep this question as they feel it is
10 valuable. The Board made basic changes to the items within this question.
11
12 Mr. Peebles stated that the citizens should be surveyed with regards to the library at
13 Town Hall existing as temporary. He said that he would like to ask where the citizens
14 desire the permanent library to be. Mr. Polasek suggested not adding these questions to
15 the survey at this time. Mr. Peebles stated that he would forward his suggestions to Ms.
16 Mason.
17
18 The Board continued to suggest minor changes to the respondent survey information
19 concerning overlap and additional breakdowns and separations of various items.
20
21 Mr. Polasek said that additional questions and comments from the Board be delivered to
22 staff or directly to Ms. Mason. Mr. MacLeod asked that the next draft be emailed. The
23 Board asked for a hard copy as well. The Board will respond and the survey will be
24 voted upon at the next meeting. Ms. Mason said that the next draft should be rather solid
25 and no new questions should be added any later than within the week. Mr. Polasek
26 suggested that the next meeting consist of a draft survey that may be voted upon as
27 amended. Ms. Mason said that she could provide an updated draft within two weeks for
28 the Board to approve.
29
30 Ms. Mast inquired about a timeline. Mr. Polasek said that he will soon be meeting with
31 Ms. Mason, Mr. Hidell, City staff and architects concerning a timeline. He will report to
32 the Board.
33
34 With regard to survey results, Ms. Mason estimated data and a preliminary report by mid-
35 June.
36
37 The Board discussed focus groups. Ms. Mason said that the focus should concern
38 services for children.
39
4o The Board discussed beginning a friends group. Mr. Polasek said that based on
41 information provided at the previous Library Board meeting a Southlake Friends group
42 has already been established. The Friends group is no longer active and staff will work to
43 resurrect their involvement.
44
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* * OFFICIAL MINUTES
APPROVED BY THE LIBRARY BOARD MEMBERS
1 Concerning the focus group, Mr. MacLeod asked if the focus groups will be video taped.
2 Ms. Mason stated that she would not tape the meetings. Ms. Edmondson suggested that
3 the focus group be video taped for the benefit of the Board. Ms. Mason indicated that she
4 had not allowed for video taping in her proposal and suggested that it was not a necessary
5 part of the focus group process for library services.
6
7 Based on Board discussion, Mr. Polasek asked Ms. Mason to include the two questions
8 from Mr. Peebles and indicated that the Board will discuss other questions concerning
9 taxes, etc. at a later date. Ms. Mast clarified the two questions as being, "Are you aware
10 that the Library in Town Square is temporary?" and "Do you wish for a permanent
11 Library to exist within Town Square?"
12
13 Ms. Mason said that the focus group will provide opinion research of what is important to
14 the public. Ms. Mast asked if there will be some type of recording of the focus group.
15 Ms. Mason stated that she will take notes during the focus group on her personal
16 computer and develop a report for each focus group.
17
18 Mr. Polasek stated that staff will gather comments, changes and additions concerning the
19 survey from the Board. He said that this information will be forwarded to Ms. Mason.
20 Ms. Mason presented a table reflecting area libraries, population, expenditures, income
21 per capita, items per capita and square feet per capita.
22
23 Ms. Poe left the meeting at 9: 37pm.
24
25 Mr. Hidell stated that he has concerns regarding various design issues such as
26 infrastructure, etc., which need to be discussed as soon as possible. Mr. Polasek said that
27 he will contact Mr. Hidell tomorrow to determine a meeting time with the Director of
28 Engineering Ron Harper who is overseeing the construction of the Town Hall. Ms. Mast
29 said that she would like to be at the meeting and Mr. Polasek said that would be fine.
30
31 Ms. Mason, Ms. Wetherbee, Ms. Moss and Mr. Hidell left the meeting at 9: 48pm.
32
33 Ms. Mast suggested that the Board meet in one week instead of further discussion this
34 evening. Mr. Peebles said that he does not wish to include a question about a tax
35 increase. The Board decided to discuss the population and focus groups in two weeks at
36 their next meeting instead of this evening.
37
38 Ms. Baynard stated that she feels that presentation is very important. She said that the
39 first draft of the survey was not professionally presented due to various errors including
40 grammar. Mr. MacLeod said that this calls attention to detail in the final product. Ms.
41 Edmondson said that Ms. Mason and Associates must provide a project worthy of
42 $60,000. Staff will bring these comments to the attention of Ms. Mason. Ms. Mast asked
43 that the Board withhold judgement and review the consultant upon the completion of the
44 focus group.
45
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* * OFFICIAL MINUTES
APPROVED BY THE LIBRARY BOARD MEMBERS
1 Ms. Edmondson suggested that the Board act as the first focus group. Mr. Polasek
2 indicated that mothers and those who work with the children of the community will also
3 be a key focus group. Mr. MacLeod asked that the school be included. He suggested that
4 the youth groups be involved in the focus groups. Ms. Mast included seniors and
5 business people from the community to be involved in the focus groups. Ms. Zielke
6 asked that men be included as a particular focus group. Mr. Peebles asked that business
7 owners and men be combined. The desired focus groups were prioritized as follows:
8 Library Board, mothers, youth, business owners, men, and seniors.
9
10 Agenda Item No. 7, Adjournment. The meeting was called for adjournment at 10:46pm
11 by Chair Cynda Mast.
12
13 '
f
14
15
16 C air da Mast
17
18
19 Attest:
20
21
22
23 l
24 teve olasek
25 Deputy Director of Community Services
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