1999-04-15
City of Southlake, Texas
* * OFFICIAL MINUTES * *
APPROVED BY THE LIBRARY BOARD MEMBERS
1 CITY OF SOUTHLAKE
2 LIBRARY BOARD MEETING
3
4 April 15,1999
5
6 MINUTES
7
8 Board Members Present: Vice Chair, Scott MacLeod, Debbie Baynard, Maria Cameron,
9 C.D. Peebles, Wanda Poe, Marjorie Zielke.
10
11 Board Members Absent: Chair, Cynda Mast.
12
13 Staff Members Present: Kevin Hugman, Director of Community Services; Steve Polasek,
14 Deputy Director of Community Services.
15
16
17 Regular Session:
18
19 Agenda Item No. 1, Call to order - The meeting was called to order by Vice-Chair Scott
20 MacLeod at 7:06pm
21
22 Reports:
23
24 Agenda Item No. 2, Administrative Comments - Mr. Polasek reviewed the items of
25 interest included in the packet and asked the Board if they had any questions regarding
26 those items. Mr. MacLeod asked staff to clarify total figures on the Library Cards issued
27 to Southlake residents from the Grapevine Public Library. Staff explained that the
28 figures provided included previous card holders, as well as those cards issued during the
29 current fiscal year. Staff also provided budgetary information relating to the City's
30 annual cost to utilize the Grapevine Public Library.
31
32 Consent Agenda:
33
34 Agenda Item No. 3.A., Approval of the minutes of the March 24, 1999 meeting.
35
36 Motion was made to approve the consent agenda, which included approval of the minutes
37 of the March 24, 1999 meeting.
38
39 Motion: Peebles
40 Second: Cameron
41 Ayes: MacLeod, Baynard, Cameron, Peebles, Poe, Zielke
42 Nayes: None
43 Approved: 6-0
44
45 Regular Agenda:
Library Board Regular Meeting, April 15, 1999 Page I of 4
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City of Southlake, Texas
* * OFFICIAL MINUTES * *
APPROVED BY THE LIBRARY BOARD MEMBERS
1
2 Agenda Item No. 4, Public Forum. No public present.
3
4 Consider:
5
6 Agenda Item No. S.B., Proposal from Library Consultant was moved up within the
7 agenda.
8
9 Agenda Item No. S.B., Proposal from Library Consultant. Mr. Hugman said that as the
10 Board may recall, staff received qualifications from two different consultants. A sub-
11 committee from the Library Board reviewed the qualifications along with Mr. Polasek
12 and selected Florence Mason and Associates as the best suited consultant for the library
13 proj ect.
14
15 Mr. Hugman said that staff has received a proposal from Ms. Mason and a contract is still
16 being reviewed by the city attorneys. He indicated that the attorneys have some
17 questions regarding the contract and staff was working with them to answer their
18 questions. The contract is scheduled to be presented to City Council at their regular
19 meeting on May 4, 1999, which still allows the Board to make a recommendation at their
20 April 28, 1999 meeting. Mr. Hugman asked that the Board table this item until the April
21 28, 1999 meeting and indicated that a two week delay will not slow the construction
22 plans for the library.
23
24 Mr. Polasek noted that he would check to see if Ms. Mason would be available to meet
25 informally with staff and the Board at the April 28, 1999 meeting. Mr. Peebles asked that
26 staff inform Ms. Mason that the Board will be meeting on May 12, 1999, and would like
27 to meet with her at that time to discuss her work on the library project, if City Council
28 approves the contract at their May 4, 1999 meeting.
29
30 Mr. MacLeod asked if Mr. Ron Harper, City Engineer, provided a completion date for the
31 design of the interior of the Southlake Town Hall. Mr. Hugman said that Mr. Harper has
32 not provided a completion date at this time, but indicated that the architects are
33 continuing with the design of the "shell" of the library space within the Town Hall.
34
35 Mr. Peebles asked that the April 28, 1999, agenda include a discussion of what the
36 consultant's duties will entail. Mr. Polasek indicated that staff has discussed the scope of
37 work with the consultant and will present it to the Board along with a copy of the
38 proposal and contract.
39
40 Motion was made to table this item.
41
42 Motion: Peebles
43 Second: Cameron
44 Ayes: MacLeod, Baynard, Cameron, Peebles, Poe, Zielke
45 Nayes: None
Library Board Regular Meeting, April 15, 1999 Page 2 of 4
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City of Southlake, Texas
* * OFFICIAL MINUTES * *
APPROVED BY THE LIBRARY BOARD MEMBERS
1 Approved: 6-0
2
3 Agenda Item No. 5.A., Resolution Recommending a permanent site for Southlake Public
4 Library. Mr. Peebles presented the Board with his changes to the draft resolution.
5
6 Section 1. It is the opinion of the Library Board that Town Square is the ideal place for
7 the permanent location for the Southlake Public Library, in that, it is in Town Square,
8 our downtown, it is close to the Post Office, Town Hall, and near the park areas.
9
10 (Instead of: ...near the park and bandshell areas).
11
12 Mr. Hugman said that Section 2 seems to convey that the Library Board is stating that
13 they are building a Public Library that is immediately obsolete. He said that he
14 understands the Board's point, but wanted to bring this to their attention to consider how
15 the public might perceive this statement. Mr. Hugman indicated that while the Board
16 does want to emphasize that this is a temporary facility, they may not wish to state it in
17 the terms used.
18
19 Mr. Peebles suggested the following terminology: The proposed Southlake Public
20 Library will be "undersized" when built, not "obsolete."
21
22 Section 2. The proposed Southlake Public Library will be undersized when built. The
23 square footage allocated in Town Hall will not meet even one-half of the size guidelines
24 for the population of Southlake when it is completed. It will not meet one-third of the size
25 guidelines for the. future population of Southlake.
26
27 (Instead of. Section 2. The proposed Southlake Public Library will be obsolete when built
28 because the square footage allocated in Town Hall does not meet the size guidelines for the
29 current population of Southlake, nor will it meet even one-half of the size guidelines for the
30 future population of Southlake).
31
32 Section 3. Paragraph 2 - Attempt to negotiate the purchase of a tract of land as close to
33 the current Town Hall as is economically practical.
34
35 (Instead of: ...economically and politically practical).
36
37 Ms. Cameron said that she would like to "soften" the wording in Section 4. Mr. Polasek
38 recommended the following change:
39
40 Section 4. The Library Board respectfully requests that City Council establish a program
41 whereby the permanent library facility is constructed and operational by October of the
42 year 2004.
43
44 (Instead of. recommends).
45
46 Mr. Peebles asked that this terminology be used in Section 3 as well.
Library Board Regular Meeting, April 15, 1999 Page 3 of 4
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City of Southlake, Texas
* * OFFICIAL MINUTES * *
APPROVED BY THE LIBRARY BOARD MEMBERS
1
2 Mr. Hugman asked Ms. Cameron if she had a concern about the dates listed in Section 4.
3 He said that if TIF funding were to be used for the Public Library it would have to be
4 reviewed within the time frame of the current Town Square project plan. He also stated
5 that funding for the next several years had already been allocated and does not know if
6 the year 2004 request for a permanent library fits into the TIF project plan within that
7 time frame. The Board agreed to allow the date to remain in the resolution.
8
9 Motion was made to approve the Resolution as revised recommending a permanent site
10 for Southlake Public Library.
11
12 Motion: Zielke
13 Second: Baynard
14 Ayes: MacLeod, Baynard, Cameron, Peebles, Poe, Zielke
15 Nayes: None
16 Approved: 6-0
17
18 Discussion:
19
20 Agenda Item No. 6.A., Traffic Management Bond Issue. Mr. Hugman presented the
21 Traffic Management Bond Program to the Library Board. He discussed Proposition 1-
22 Traffic Management; Proposition 2-State Highway 114 Enhancements and Proposition 3-
23 Hike/Bike Trails. Mr. Hugman answered questions from the Library Board concerning
24 the Traffic Management Bond Issue. This was an informational item on the agenda.
25
26 Agenda Item No. 7, Adjournment - Being no further business, the meeting was adjourned
27 by Vice-Chair Scott MacLeod at 8:06pm.
28
29 A
30 31 Vice-Chair, Scott MacLeod
32
33
34 Attest:
35
36
37
38 teve Po sek
39 Deputy Director of Community Services
Library Board Regular Meeting, April 15, 1999 Page 4 of 4
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