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2000-08-23 r * * UN-OFFICIAL MINUTES UNAPPROVED BY THE LIBRARY BOARD MEMBERS 1 CITY OF SOUTHLAKE 2 LIBRARY BOARD MEETING 3 4 August 23, 2000 5 6 MINUTES 7 8 Board Members Present: Chair Maria Cameron, Vice-Chair Marjorie Zielke, Debbie 9 Baynard, Karen Cienki, Scott MacLeod 10 11 Board Members Absent: Wanda Poe, Peggy Firestone 12 13 Staff Members Present: Kevin Hugman, Director of Community Service, Steve Polasek, 14 Deputy Director of Community Services; Terri McLaughlin, Library Administrator, Meredith 15 Parrish, Administrative Secretary 16 17 Regular Session: 18 19 Agenda Item No. 1, Call to Order. The meeting was called to order by Chair Maria Cameron 20 at 7:05 PM 21 22 Reports: 23 24 Agenda Item No. 2, Administrative Comments. 25 Mr. Polasek asked the Board to sign up for reports to City Council. 26 27 Consent Agenda: 28 29 Agenda Item No. 3.A., Approval of the minutes of the July 26, 2000 30 31 Motion: Baynard 32 Second: Zielke 33 Ayes: Baynard, Cameron, MacLeod, Zielke 34 Nayes: 0 35 Approved: 4-0 36 Ms. Cienki abstained. 37 38 The Board agreed to move Consider Item 6B,Formal name recognition of the Southlake 39 Public Library to consent. 40 41 Motion: Baynard 42 Second: Zielke 43 Ayes: Baynard, Cameron, Cienki, MacLeod, Zielke 44 Approved: 5-0 45 46 47 1 Library Board Regular Meeting n:\parks & recreation\boards\library\minutes\2000\082300.doc * * UN-OFFICIAL MINUTES UNAPPROVED BY THE LIBRARY BOARD MEMBERS 1 Regular Agenda: 2 3 Agenda Item No. 4, Public Forum. No issues were presented for Public Forum. Public 4 Forum was closed at 7:08 P.M. by Chair Maria Cameron. 5 6 Discussion: 7 8 A. Library Foundation Update 9 10 Ms. Baynard reported that there would be a used book sale to benefit the library at the 11 Harvest Festival on 10/28/00. The used book sale will take place in the Community Center. 12 There are 26 members currently. 13 14 B. Friends of Public Library Update 15 16 Mr. C.D. Peebles of the Friends of Southlake Library reported that the group is working 17 on bylaws and organizing committees. The executive committee has been busy working 18 on budget worksessions that have been taking place. 19 20 C. Librarian's Report 21 22 Mr. McLaughlin reported that a new student will be starting her practicum in the next week 23 and will be picking up where the former student had left off. 24 25 Mr. McLaughlin shared that there are problems with the books being stored at the Grapevine 26 Library. Mr. McLaughlin stated that due to the way Grapevine is marking them, it will be 27 very difficult to make them presentable for the Southlake library. Mr. McLaughlin shared 28 that he is working on coming up with some options. 29 30 Mr. McLaughlin shared an article on the Colleyville library. 31 32 Agenda Item 6A Policies and Procedures 33 34 Mr. McLaughlin said that the policy sub-committee was meeting the 2°d and 4th Thursday of 35 each month and would bring policies forward as they are being worked on. 36 37 Ms. Cienki commented that changes had been made to the policies without the knowledge or 38 permission of Policy Sub-committee members. Specifically wording had been changed in the 39 policy for Friends of Southlake Library and Southlake Library Foundation. 40 41 Mr. Hugman stated he was not aware of significant changes had been made. He stated that it 42 was not staff s intent to change content without the sub-committee members being aware. 43 44 Ms. Cienki expressed concern over content changes in the Donation Policy. Mr. McLaughlin 45 said he would be willing to work with the sub-committee further on this policy and present it 46 to the Board again next month. 47 2 Library Board Regular Meeting n:\parks & recreation\boards\library\minutes\2000\082300.doc * * UN-OFFICIAL MINUTES UNAPPROVED BY THE LIBRARY BOARD MEMBERS 1 Mr. MacLeod made a motion to approve the Friends of Southlake Public Library and 2 Southlake Library Foundation policies as amended. 3 4 Motion: MacLeod 5 Second: Zielke 6 Ayes: Baynard, Cameron, Ceinki, MacLeod, Zielke 7 Approved: 5-0 8 9 Agenda Item 6C Library Graphic Design 10 11 Copies of the graphic designs are included in the minutes. 12 13 C.D. Peebles, President of Friends of Southlake Library (FOSL), was recognized by Ms. 14 Cameron. 15 16 Mr. Peebles shared that FOSL member Kent Haymond had offered his graphic design 17 services to configure a design for the library. 18 19 Mr. Peebles handed Board members examples of the graphic design. 20 21 After reviewing the designs Board members commented that they liked a simple design. Mr. 22 MacLeod said he would like to see a design that could be easily reproduced. 23 24 It was the consensus among Board members for Mr. Peebles to take the graphics back to the 25 designer and bring back several variations of the chosen design. 26 27 Agenda Item 7 Other Items 28 29 Ms. Ceinki requested that Board members bring their calendars to the next Board meeting so 30 those meetings could be planned for the holidays. 31 32 Ms. Cienki requested that the Librarian's Report be moved on the agenda to be first, followed 33 by the Library Foundation Update and Friends of Southlake Library Update. 34 35 Mr. Polasek shared that the RFP process for the automation system was about 95% complete. 36 37 Mr. Hugman said that he would like to address a comment made at the budget worksession 38 that the Library Board had not been involved the budget process. Mr. Hugman said that staff 39 feels that the Board had been involved, and that input and discussion had taken place at the 40 June meeting. Mr. Hugman reminded the Board that they are still involved in the budget 41 process because of the budget worksessions taking place. Ms. Cienki expressed concern 42 about not knowing about changes to the budget until the worksession. Mr. Hugman shared 43 that no one knew what staff would be presenting until the actual presentation. Mr. Hugman 44 reminded the Board that staff has been preparing the Board for a very tight budget. Ms. 45 Zielke asked Mr. Hugman to re-cap what had been presented to City Council at the 46 worksession. 47 3 Library Board Regular Meeting n:\parks & recreation\boards\library\minutes\2000\082300.doc * * UN-OFFICIAL MINUTES * * UNAPPROVED BY THE LIBRARY BOARD MEMBERS 1 Mr. Hugman reiterated the plan presented to City Council at the worksession. 2 Mr. Polasek asked Ms. Cienki to read her speech made at the previous evening's 3 worksession. Ms. Cienki's speech is attached to minutes. 4 5 The Board discussed several options for the library including a referendum vote, tax increase, 6 and various library hours and levels of service. 7 8 Mr. Hugman said that he would like to capsulize what he is hearing the Board say. Mr. 9 Hugman asked the Board to correct him if is wrong. Mr. Hugman said that what he believed 10 he was hearing, was that the general consensus of the Board is that it wants a full service 11 library. The Board has planned for a full service Library and it is what the Board feels the 12 citizens expect. The Board expects a library comparable to Grapevine, which means being 13 open around 60 hours a week. The Board expects the funding to be determined to make that 14 happen, in whatever means is necessary up to and including a tax rate increase if the Council 15 deems that necessary. However, the Board is not in general consensus as to if a referendum 16 should be taken to make the decision. There is a split opinion as to if a referendum is the right 17 thing to do. However, the Board does seem to be in consensus that if a tax increase is what is 18 necessary, than that is the step that needs to be taken. 19 20 Mr. Hugman asked if this was correct in what the Board was thinking. 21 22 Mr. MacLeod said that is what he was thinking. 23 24 Ms. Cameron said it was a good summary. 25 26 Ms. Zielke said that she felt that the issue was that there are more expenses than there are 27 revenue. Ms. Zielke said that if the Council looks at the big picture and deems that a tax rate 28 increase is necessary and a referendum is needed, than that is Council's job. Ms. Zielke stated 29 that as a Library Board member she does not feel like she is in the position to recommend 30 that there is a tax increase. Ms. Zielke said that a referendum seems sensible to her. Ms. 31 Zielke stated that she felt like she had been studying what the community wanted in a library, 32 and that she is comfortable recommending a 60 hour library because she has spent two years 33 studying that, but that she is not comfortable in recommending a tax increase since she has 34 not spent two years studying that. 35 36 Ms. Cameron stated that if the Board goes this route it has given up the right to designate 37 funds. Ms. Zielke agreed and said that was a good point and that if the Board wanted the 38 question to be asked of the voters, do you want the money to go to the library, then it would 39 provide a revenue stream. 40 41 Mr. MacLeod disagreed and said that even if a referendum earmarked funds, it would be 42 forgotten in a few years and therefore was not a guarantee, and that it also locked the library 43 out of future sales tax revenues. Ms. Cameron disagreed with this and said that it still 44 establishes a bottom level of funding. Ms. Baynard questioned Mr. Hugman as to if a 45 referendum asking for additional 3 cent raise in taxes would be forever. Mr. Hugman said 46 that being a non-binding referendum, it would not carry legal weight, but that he doubted any 47 future Council would go back on the voter approved referendum. 4 Library Board Regular Meeting n:\parks & recreation\boards\library\minutes\2000\082300.doc * * UN-OFFICIAL MINUTES * * UNAPPROVED BY THE LIBRARY BOARD MEMBERS 1 2 Ms. Zielke asked if the wording was up to the Council and Mr. Hugman said yes, subject 3 also to the City Attorney's review. However, if the Board wanted to recommend a 4 referendum, and wanted the question put to voters to dedicate the funds to the library, now 5 was the time to make those desires known to the Council. 6 7 Ms. Cameron asked if the Board wanted to go with Mr. Hugman's earlier summary, and 8 asked him to restate it. 9 10 Mr. Hugman added to his statement from earlier to emphasize Ms. Zielke's point, that the 11 Council consider all options for funding the library before making a decision for a tax rate 12 increase, but that if a tax rate increase is deemed necessary then the Board will support it. 13 14 Ms. Zielke agreed with the statement and also stated she would like added that the Board 15 recognizes that an on-going funding basis to achieve 60 hours is needed. 16 17 Mr. Hugman stated then that it is the consensus of the Board that it wants an annual on-going 18 funding source for a full service library and that the Council consider all options up to and 19 including a tax increase if deemed necessary. The Board is still of split opinions as to a 20 referendum vote. Those that favor a referendum want the funding clearly earmarked to fund 21 the library. Those not in favor of a referendum are supportive of a funding source for a full 22 service library but do not believe that a referendum is necessary. 23 24 Mr. Hugman asked if this captured the Board's desires. Mr. Hugman reminded that Board 25 that they were not voting, but that a consensus did need to be taken to Council. 26 27 Ms. Cameron stated that it was good direction. 28 29 Mr. Hugman said that a resolution would be put on next month's agenda that will allow the 30 Board as a whole to vote. 31 32 33 34 Agenda Item No. 7; Adjournment. 35 36 Chair Maria Cameron adjourned the meeting at 10:50 p.m. 37 38 Motion: Cienki 39 Second: Baynard 40 Ayes: Baynard, Cameron, Cienki, MacLeod, Zielke 41 Nayes: 0 42 Approved: 5-0 43 44 45 46 47 5 Library Board Regular Meeting n:\parks & recreation\boards\library\minutes\2000\082300.doc * * OFFICIAL MINUTES APPROVED BY THE LIBRARY BOARD MEMBERS 1 2 3 4 5 ~1. 7 8 Maria Cameron 9 Library Board Chair 10 11 12 Attest: 13 14 - 15 16 Terry M Laughlin 17 Library Administrator 6 Library Board Regular Meeting n:\parks & recreation\boards\library\minutes\2000\082300.doc