2000-11-15
' * * UN-OFFICIAL MINUTES
UN- APPROVED BY THE LIBRARY BOARD MEMBERS
1 CITY OF SOUTHLAKE
2 LIBRARY BOARD MEETING
3
4 November 15, 2000
5
6 MINUTES
7
8 Board Members Present: Maria Cameron, Chair; Marge Zielke, Vice-Chair; Brent
9 Burford, Debbie Baynard, Karen Cienki, Scott MacLeod, Peggy Firestone
10
11 Staff Members Present: Terri McLaughlin, Library Administrator, Steve Polasek, Deputy
12 Director of Community Services; Meredith Parrish, Administrative Secretary
13
14 Regular Session:
15
16 Agenda Item No. 1, Call to Order. The meeting was called to order by Chair Maria
17 Cameron at 7:l Op.m.
18
19 Reports:
20
21 Agenda Item No. 2, Administrative Comments.
22
23 Mr. McLaughlin apologized to the Board for the packets being delivered late. He stated
24 that every effort would be made in the future to get packets to Board members the
25 weekend before a Board meeting.
26
27 Consent Agenda:
28
29 Agenda Item No. 3.A., Approval of the minutes of the October 25, 2000
30 Agenda Item No. 3B Furniture Bid.
31
32 Ms. Cameron had several changes to the October 25, 2000 minutes. Ms. Parrish noted the
33 changes and stated they would be corrected.
34
35 Mr. Polasek briefly reviewed the furnishings bid with the Library Board.
36
37 Motion was made to approve the minutes as amended and recommend to City Council
38 approval of the bid for library furnishings to Libra Tech Corporation in the amount of
39 $168,301.84.
40
41 Motion: Cienki
42 Second: Burford
43 Ayes: Burford, Cameron, Cienki, Firestone, McLeod
44 Nayes: 0
45 Approved: 5-0.
1
Library Board Regular Meeting
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UN- APPROVED BY THE LIBRARY BOARD MEMBERS
1 Ms. Baynard and Ms. Zielke were not present for the vote.
2
3 Regular Agenda:
4
5 Agenda Item No. 4, Public Forum. No issues were presented for Public Forum. Public
6 Forum was closed at 7:15 p.m. by Chair Maria Cameron.
7
8 Discussion:
9
10 Agenda Item 5A Librarian's Report.
11 Library intern, PJ Williams, shared there had been four sessions of volunteers at the
12 Grapevine Library as part of the City's efforts to retrieve the books owned by the City.
13 Ms. Williams said there were 3-6 volunteers per session. She stated that to date 50 boxes
14 had been filled with books from the Grapevine library. These boxes have been moved to
15 private storage in Southlake. 30-35 boxes remain to be moved. There will be five more
16 sessions. To date, approximately half of the books have been removed from Grapevine's
17 shelves. Ms. Williams stated that by December 4th, 2000 all of the books should be
18 removed. Ms. Williams thanked the Parks Maintenance Division for their assistance in
19 moving the books to storage.
20
21 Mr. McLaughlin stated that he is continuing to work on policies. He is also working with
22 Baker and Taylor who will be supplying the library with the majority of it's materials.
23
24 Mr. McLaughlin stated that job postings for professional and clerical staff have been
25 advertised but that interviewing would not commence until the beginning of December.
26
27 Mr. McLaughlin shared that he is intending to buy materials for the library fully
28 processed and that the material from Grapevine will need to be catalogued.
29
30 Ms. Baynard and Ms. Zielke arrived at 7:25.
31
32 Agenda Item 5B Friends of Southlake Library Report.
33
34 Ms. Baynard distributed the membership list to Board members.
35
36 C.D. Peebles, President of FOSL, reported that they had raised $1,500 during the recent
37 book sale. Mr. Peebles shared that this brought the total funds for the group to
38 approximately $9,000. These funds will allow the items on the initial wish list for the
39 library to be purchased. Mr. Peebles asked Mr. McLaughlin to begin working on a second
40 wish list for the library.
41
42 Mr. McLauglin asked how long the donated storage area would be available. Mr. Peebles
43 stated that he was unsure of the time limit, but said that he understood it to be a few
44 months.
45
2
Library Board Regular Meeting
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UN- APPROVED BY THE LIBRARY BOARD MEMBERS
1 Mr. Peebles commended Ms. Baynard's hard work with the Friends and thanked her for
2 her dedication and commitment to the group.
3
4 Mr. Polasek thanked FOSL for their commitment to the library and praised the group's
5 initiative and hard work.
6
7 Mr. McLaughlin stated that the staff at Grapevine Public Library had been extremely
8 helpful.
9
10 Mr. Polasek suggested that it would be appropriate for the Board and Library
11 Administrator to send a thank you letter to the library director and city manager at
12 Grapevine thanking them for their assistance with the removal of Southlake books from
13 their shelves.
14
15 Ms. Baynard reported that literary characters Toot and Puddle would be at Chik-Fil-A on
16 December 2, 2000 at 11:00 a.m. Rosemary Hutchins, KSB president, will read to
17 children.
18
19 Ms. Baynard reported that on December 20, 2000 Gary Fawks would do three readings of
20 Polar Express in the Lodge at Bicentennial Park. Readings will be at 6:30 p.m., 7:30
21 p.m., and 8:30 p.m.. Hot chocolate will be served.
22
23 Mr. Peebles stated that FOSL is interested in a logo for their printed materials. Mr.
24 Polasek stated they may choose their own logo and are not required to seek direction
25 from the Board on this matter. Mr. Polasek also suggested that Teddi Zonker, Recreation
26 Specialist, has skills in graphic design and may be able to assist in the creation of a logo
27 for the library.
28
29 Agenda Item 6A Policies.
30
31 The Board discussed and reviewed several library policies. The Board requested the
32 following changes to the proposed policies:
33
34 Borrower Privileges and Responsibilities-
35 Board members asked that line B under "requirement to obtain a resident (free)
36 library card" be changed to read, "Must present positive proof of residence address (no
37 P.O. Box) or property ownership, such as real or personal property tax statement.
38
39 Library Schedule for Open Hours-
40
41 Board members asked that Saturday hours be changed to read 10:00 a.m. to 2:00
42 p.m.
43
44 Fees and Extended Fees-
45
3
Library Board Regular Meeting
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ti * * UN-OFFICIAL MINUTES * *
UN- APPROVED BY THE LIBRARY BOARD MEMBERS
1 Staff informed the Board that a City fee schedule is established each year
2 detailing specific fines and extended fees. Given this information, the Board
3 recommended the policy to read, "fees as established by current City fee schedule".
4 Line 1 under "Lost or Damaged materials", will read "Retail replacement cost of
5 any item which is lost or damaged beyond repair and for which a current price can be
6 found. Double replacement cost or replacement cost plus a $20 processing fee (whichever
7 is less) will be levied on any item less than 12 months old."
8
9 Confidentiality-
10 Board members requested that the following policy be added addressing
11 confidentiality.
12 "Records of this library which identify or serve to identify a person who requests,
13 obtains, or uses library materials or services are confidential and are excepted from
14 required disclosure under the Texas Open Records Act."
15
16 Library Loan Periods-
17 Board members requested that "Periodicals" read "7 days" for circulation.
18
19 Library Code of Conduct-
20 No changes were made to this policy.
21
22 Unattended Children-
23 No changes were made to this policy.
24
25 Internet Policy-
26 Board members requested the Statement of Purpose be changed to read, "The
27 purpose of this policy is to provide consistent guidance for the public use of the Internet
28 at the Southlake Public Library."
29 Board members requested the following statement be added to the third paragraph
30 of the policy, "Failure by a patron to follow the aforementioned guidelines may result in a
31 one week suspension. Subsequent violations may result in a loss of any and all library
32 privileges for a period of 12 months."
33
34 Motion was made to approve the policies as amended.
35
36 Motion: Burford
37 Second: Firestone
38 Ayes: Cameron, Zielke, Burford, Firestone, Baynard, MacLeod, Cienki
39 Nayes: 0
40 Approved: 7-0
41
42 Agenda Item 7 Other Items
43
4
Library Board Regular Meeting
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UN- APPROVED BY THE LIBRARY BOARD MEMBERS
1 Mr. McLaughlin stated that a one-item agenda meeting would need to be called in
2 December to review the automation proposal. Mr. McLaughlin said that a tentative date
3 of December 13, 2000 has been set for this meeting.
4
5 Ms. Cameron stated that she had a conflict with the February 3rd retreat being planned.
6 Ms. Cameron asked the Board if it was possible to reschedule the retreat. Mr.
7 McLaughlin reminded the Board that a moderator has already been scheduled for the
8 February 3rd date and that it might be difficult to reschedule. The Board discussed
9 alternative dates. The Board stated they would like to try January 6, 2000 as a possible
10 retreat date. Mr. McLaughlin stated that he would try to reschedule the moderator for that
11 date as well. The Board requested the retreat be held at the Senior Center. Ms. Parrish
12 said that she would check on the availability of the Senior Center for that date.
13
14
15 Agenda Item No. 7; Adjournment.
16
17 Motion was made to adjourn the meeting at 9:45 p.m.
18
19 Motion: Burford
20 Second: Firestone
21 Ayes: Baynard, Cameron, Cienki, Firestone, MacLeod, Burford,Zielke
22 Nayes: 0
23 Approved: 7-0
24 f
25
26
27 Maria Cameron
28 Library Board Chair
29
30
31 Attest:
32
33
34
35 Terry McLaughlin
36 Library Administrator
5
Library Board Regular Meeting
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