1999-04-28
City of Southlake, Texas
* * OFFICIAL MINUTES * *
APPROVED BY THE LIBRARY BOARD MEMBERS
1 CITY OF SOUTHLAKE
2 LIBRARY BOARD MEETING
3
4 April 28,1999
5
6 MINUTES
7
8 Board Members Present: Chair Cynda Mast; Vice Chair Scott MacLeod; Debbie Baynard;
9 Maria Cameron; C.D. Peebles; Wanda Poe; Marjorie Zielke.
10
11 Board Members Absent: None.
12
13 Staff Present: Steve Polasek, Deputy Director of Community Services; Teddi R. Zonker,
14 Administrative Secretary.
15
16
17
18 Regular Session:
19
20 Agenda Item No. 1, Call to order. The meeting was called to order at 7:15pm by Chair
21 Cynda Mast.
22
23 Reports:
24
25 Agenda Item No. 2., Administrative Comments. Mr. Polasek asked the Board to complete
26 the memo from the City Secretary requesting approval for staff to include the Board members
27 email address on the Library Board website.
28
29 Consent Agenda Item No. 3, Approval of the minutes of the April 15, 1999 meeting.
30
31 Motion was made to approve the minutes of the April 15, 1999 meeting.
32
33 Motion: Cameron
34 Second: Zielke
35 Ayes: Cameron, Mast, MacLeod, Peebles, Poe, Zielke
36 Nayes: None
37 Approved: 6-0
38
39 Regular Agenda:
40
41 Agenda Item No. 4, Public Forum. No public present. Public Forum was closed at 7:18pm.
42
43 Consider Agenda Item No. 5.A., Proposal from Library Consultant. Mr. Polasek conducted a
44 presentation of the scope of services to be provided by the consultant F. Mason and
45 Associates. Included were a review of the needs assessment and survey information, the
46 library service plan, design development, and miscellaneous services to be completed by the
Library Board Regular Meeting, April 28, 1999 Page I of 3
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City of Southlake, Texas
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APPROVED BY THE LIBRARY BOARD MEMBERS
1 consultant. Staff also reviewed the proposed fee and confirmed that all meetings with the
2 consultant would take place within the City.
3
4 Some members of the Board expressed their concern for the survey of 300 individuals.
5 Members stated that the survey must represent the community as a whole. Mr. Polasek said
6 that he will discuss this concern with the Consultant.
7
8 Ms. Baynard arrived at 7:26pm.
9
10 Ms. Cameron said that she would like the Consultant to contact more citizens through this
11 "public relations tool," possibly using a two-sided questionnaire to parents via the area
12 schools. Mr. Polasek said that the Consultant will be gathering demographic information
13 using a variety of research tools. He said that he will discuss their concerns but suggested
14 that the Board wait to meet with Ms. Mason prior to determining if a community wide survey
15 is necessary. Mr. Polasek asked the Board if they are comfortable with the Scope of
16 Services.
17
18 Mr. Peebles said that he feels that the Consultant should be present before the Board votes on
19 recommending her to the City Council as the library consultant. Staff explained that Ms.
20 Mason was unable to attend this evening but would likely be able to appear before the Board
21 on May 12th. Mr. Peebles acknowledged this and indicated that the Board needs to meet with
22 the Consultant and begin the library planning process as quickly as possible. He also stated
23 that he would like to have survey details to review prior to the next meeting.
24
25 Mr. Polasek said that the contract for the consultant would not go before the City Council
26 until May 4, 1999, and that it is unlikely that F. Mason and Associates would be willing to
27 begin work prior to having an approved contract. Mr. Polasek indicated that he would speak
28 with Ms. Mason and discuss the possibility of providing survey instruments to the Board on
29 or prior to the proposed May 12, 1999 meeting. Ms. Zielke asked that this discussion of a
30 possible mass mailing be discussed with the Consultant due to the possibility that the
31 Consultant's fees may increase with the additional surveying and mailing. Mr. Polasek said
32 that he will speak with the Consultant about this discussion and the Board's concerns. Mr.
33 Polasek also reminded the Board that any additional work outside of the scope of services
34 would require an amendment to the contract.
35
36 Motion was made to approve the proposal from the library consultant, Ms. Florence Mason
37 of F. Mason and Associates.
38
39 Motion: Zielke
40 Second: Poe
41 Ayes: Baynard, Cameron, Mast, MacLeod, Peebles, Poe, Zielke
42 Nayes: None
43 Approved: 7-0
44
45 Discussion Agenda Item No. 6.A., Texas Library Association (TLA) 1999 Annual State
46 Conference. Ms. Mast provided an update to the Board with regard to her visit at the TLA
47 Annual State Conference. Ms. Mast discussed the various photographed interiors of libraries
Library Board Regular Meeting, April 28, 1999 Page 2 of 3
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City of Southlake, Texas
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APPROVED BY THE LIBRARY BOARD MEMBERS
1 she viewed at the conference. She stated that she attended the public forum on Library
2 Standards and stressed that these standards should be utilized by the Southlake Public
3 Library.
4
5 Ms. Cameron discussed highlights concerning a non-profit seminar that she attended and
6 details regarding the Friends of the Library, USA. Mr. Polasek said that he will provide the
7 Board with information on setting up Friends program in Southlake at a future date. Ms.
8 Mast indicated that there is already a Friends program in Southlake and that it has not been
9 active for some time. Ms. Mast will update Mr. Polasek concerning this organization. Mr.
10 Polasek briefed the Board on some the activities and benefits of a "Friends of the Library"
11 organization.
12
13 Ms. Zielke stated that she attended a seminar on Distance Learning Opportunities, which
14 included a discussion of the Technology Infrastructure Fund.
15
16 Agenda Item No. 7, Adjournment. The meeting was called for adjournment at 8:46pm by
17 Chair Cynda Mast.
18
19 ?
20
21
22 ynda Mast
23
24
25 Attest:
26
27
28
29
30 Steve P asek
31 Deputy Director of Community Services
Library Board Regular Meeting, April 28, 1999 Page 3 of 3
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