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1999-09-22 * *OFFICIAL M334UTES APPROVED BY THE LIBRARY BOARD MEMBERS 1 CITY OF SOUT ILAKE 2 LIBRARY BOARD MEETING 3 4 September 22, 1999 5 6 MINUTES 7 8 Board Members Present: Maria Cameron, Debbie Baynard, Wanda Poe, Marjorie Zielke. 9 10 Board Members Absent: Vice Chair Scott MacLeod, C.D. Peebles, 11 12 Staff Members Present: Steve Polasek, Deputy Director of Community Services; Judy 13 Russeau, Administrative Secretary 14 15 16 Regular Session: 17 18 Agenda Item No. 1, Call to Order. The meeting was called to order by Ms. Maria Cameron 19 at 7:12 PM. 20 21 Reports: 22 23 Agenda Item No. 2, Administrative Comments. 24 25 Mr. Polasek said that Ms. Cynda Mast has resigned as chairperson of the Library Board due 26 to health reasons. Mr. Polasek said he would like the Board to consider tabling Agenda Item 27 No. 5. A., Election of a Chairperson, at this time. Mr. Polasek said that this would give the 28 Board Members additional time for consideration of their selection. Mr. Polasek also 29 indicated that the City Council would appoint an additional person to the Library Board in 30 October. Mr. Polasek invited Board Members to submit names for this position to Sandra 31 LeGrand, City Secretary. Ms. Poe said that she did have someone in mind and asked if she 32 should contact this person directly. Mr. Polasek said that would be fine and recommended 33 that she have that person contact the City Secretary's office to fill out an application. 34 35 Mr. Polasek said that Mr. C.D. Peebles had contacted him and requested that he present to the 36 Board changing the October 27th Board Meeting to October 20th. Ms. Cameron asked Ms. 37 Baynard if this would conflict with SYAC for her. Ms. Baynard said she had SYAC and 38 KSB meetings that night and that this could present a problem for her. Ms. Baynard asked if 39 she could vote for the new chairperson by proxy. Mr. Polasek said that he would check the 40 policy on this, but he thought that the member had to be present to vote. Ms. Cameron asked 41 if Mr. Polasek could put this item at the top of the next Agenda. Ms. Baynard said she will 42 try to work around her schedule and attend the meeting to vote, but would not be able to stay 43 for the entire meeting. All members present agreed to move the next Board meeting to 44 October 20th. 45 46 Mr. Polasek asked if any members had questions regarding the appointment process. Ms. 47 Zielke had a question regarding a phone message from Mr. Polasek. Mr. Polasek explained Library Board Regular Meeting Page 1 of 6 n:\parks & recreation\boards\library\minutes\092299.doc * *OFFICIAL MINUTES APPROVED BY THE LIBRARY BOARD MEMBERS 1 that Ms. Mast had submitted her resignation to the City Council as a result of personal health 2 issues. Ms. Mast was considering the possibility of taking a leave of absence but after further 3 thought decided to resign as initially intended. Mr. Polasek reassured all members that Ms. 4 Mast indicated to him that she would be okay. Ms. Zielke said she was unaware of this 5 development. Mr. Polasek said that he did not know the details, but that Ms. Mast thought it 6 would be better if she did not attend the meeting tonight. She did, however, ask Mr. Polasek 7 to express her gratitude to all of the Board members. Ms. Mast also indicated that she hoped 8 to be working with the Library Board again in the future. Mr. Polasek said that a plant or 9 flowers sent to Ms. Mast from the Library Board and City Staff would be appropriate. Ms. 10 Cameron suggested a plant and the Board agreed. 11 12 Ms. Zielke asked if the vice-chair would assume the chair responsibilities. Mr. Polasek said 13 that the vice-chair fills the role of the chair during their absence; however, they are not 14 automatically appointed to chairperson. Mr. Polasek indicated that any member could be 15 nominated for the chair position and a vote would then occur. 16 17 Consent Agenda: 18 19 Agenda Item No. 3. A., Approval of the minutes of the August 25, 1999 meeting. The Board 20 presented minor changes to the August 25, 1999 minutes. A motion was made to approve the 21 minutes of August 25, 1999 as amended. 22 23 Motion: Ms. Zielke 24 Second: Ms. Poe 25 Ayes: Ms. Zielke, Ms. Poe, Ms Baynard, Ms. Cameron 26 Nayes: None 27 Approved: 4-0 28 29 Regular Agenda: 30 31 Agenda Item No. 4, Public Forum. No issues were presented for Public Forum. Public 32 Forum was closed at 7:25 33 34 Consider: 35 36 Agenda Item No. SA., Election of Chairperson 37 Ms. Cameron made a motion to table Agenda Item No. SA., Election of Chairperson. 38 39 Motion: Ms. Cameron 40 Second: Ms. Poe 41 Ayes: Ms. Zielke, Ms. Poe, Ms Baynard, Ms. Cameron 42 Nayes: None 43 Approved: 4-0 44 45 Agenda Item No. 5B., Library Interior Layout 46 Library Board Regular Meeting Page 2 of 6 n:\parks & recreation\boards\library\minutes\092299.doc * *OFFICIAL MINUTES APPROVED BY THE LIBRARY BOARD MEMBERS 1 Mr. Polasek showed the Board the updated schematic view of the Library interior layout as 2 previously sent to them for their review. Mr. Polasek said that Mr. Peebles and he discussed 3 some changes to the plans that Mr. Peebles would like considered. Mr. Peebles suggested 4 taking out the door at the Administrator's office and public area. Ms. Cameron said that 5 taking out the door and routing people to see the Administrator through the public area is like 6 formal company going through the kitchen. Ms. Cameron said that it would make more 7 sense to have a formal door for formal meetings. Ms. Poe asked if the Administrator's office 8 would be the only location for interviews, meeting with vendors, etc. Mr. Polasek said this is 9 likely correct. Ms. Poe said that she liked the door. Ms. Zielke asked for clarification. Ms. 10 Cameron explained that Mr. Peebles wanted the door to be a display area without the 11 interference of the door so the discussion is whether or not to take the door off. Ms. Zielke 12 said that this is a person's office and asked why should the door be taken off. Ms. Baynard 13 asked for clarification on the black triangle area and how much space there is on the outside. 14 Mr. Polasek said that it is approximately ten to twelve feet. Ms. Baynard said that this space 15 could be used for display purposes and the door should be left in. All members present 16 agreed to keep the door as indicated on the plans. 17 18 Mr. Polasek said that the next item involved visibility from the reference desk. Mr. Polasek 19 suggested that staff go back to the architect and have them look at the possibility of extending 20 the reference desk to the column. Ms. Cameron said that Mr. Peebles talked about rapping 21 around the column for more visibility. Mr. Polasek said that the staff would be able to sit at 22 the reference desk and have a better view of the library space. Mr. Polasek said that this 23 would provide more visibility for the public as well. Ms. Poe agreed that this would give the 24 reference area more visibility and that she does not like reference areas to be pushed back out 25 of vision. Mr. Polasek recommended that these comments be taken back to the architect for 26 revision. All members present agreed to have the architect revise the reference desk area 27 based on the recommendations presented. 28 29 Mr. Polasek said the next item to discuss was Mr. Peebles suggestion of adding an additional, 30 larger study room and taking out the proposed booth. Ms. Cameron said that Mr. Peebles 31 thought there would be more utilization with table and chairs as opposed to a booth. Mr. 32 Polasek said there would be room for a table and chairs and that the space could function as a 33 small conference/study room. Mr. Polasek said that the young adults could still use the room 34 and the noise would now be buffered. Ms. Poe asked if it would be glass. Mr. Polasek said 35 that a portion of the walls would be glass. Mr. Polasek indicated that, long term, there would 36 be more use of the area and that the room could be available for reservations as a small 37 conference room for 4-6 people. Ms. Cameron said that if youths act up while using the 38 room they could be denied access. Mr. Polasek said that the door could be locked and the 39 key issued at the front desk. Ms. Zielke said that she does not object to the kids having a 40 "fun" area such as the booth, but she had some concerns regarding the noise factor and asked 41 if there was another area for the youth. Mr. Polasek said that Ms. Zielke brought up a couple 42 of good points. Mr. Polasek said that, from a noise standpoint, libraries are not like they used 43 to be, but in larger libraries there are still quiet areas. Mr. Polasek said the Southlake Library 44 would have a quiet reading area also. The problem, however, is that due to the size of the 45 facility and the height of the ceilings, noise is likely to carry. Ms. Zielke said that even if 46 patrons were just working, the noise level could get a little loud. Mr. Polasek said that 47 patrons could utilize the small room. Ms. Cameron said that she thought that members were Library Board Regular Meeting Page 3 of 6 n:\parks & recreation\boards\library\minutes\092299.doc * *OFFICIAL MINUTES APPROVED BY THE LIBRARY BOARD MEMBERS 1 in agreement about having a quiet space. Ms. Zielke said that a booth could be fun and asked 2 if there could be another "fun" area. Mr. Polasek said that consideration should be made as 3 to making this room multi-functional. Ms. Cameron said there should be some way of saying 4 "this is your space." Ms. Poe asked if the quiet area and the space on the third floor would 5 be the only place for young, pre-school age children. Ms. Poe had concerns that the space 6 would be inadequate for young children's programs. Mr. Polasek said the plans show the 7 shared space to be approximately 2,200-sq. ft. for programming. Ms. Poe said this would be 8 for programs like story time. Mr. Polasek said the space could be reserved on a regular basis. 9 Ms. Baynard asked if there was another storage area for props, etc. Ms. Baynard had some 10 concerns regarding carrying large props to the program areas. Ms. Poe asked if the staff 11 space on the third floor would be used for preparation of materials, etc. Mr. Polasek said that 12 the area could be used for a lot of things, technical services, work space, storage, lockers, 13 etc. Ms. Poe said the space is needed. Mr. Polasek said the space would be open for us to 14 use from an operational standpoint. Ms. Poe said there would not be space in the room for 15 children. Mr. Polasek also indicated that there is a storage area for the children's area on the 16 first floor. All of the members agreed to remove the booth and add an additional study room. 17 18 A motion was made to approve and recommend to City Council the library interior layout 19 with the changes as discussed. 20 21 Motion: Ms. Poe 22 Second: Ms. Zielke 23 Ayes: Ms. Zielke, Ms. Poe, Ms Baynard, Ms. Cameron 24 Nayes: None 25 Approved: 4-0 26 27 Agenda Item No 5C Resolution Supporting the Formation of the Southlake Library 28 Foundation 29 30 Mr. Polasek said that Agenda Item No. SC., is straightforward and is a good first step towards 31 seeking support for the formation of a Southlake Library Foundation. Mr. Polasek 32 recommended that one library Board Member serve as a member. Ms. Cameron asked for 33 discussion. There was no discussion. A motioned was made to submit Resolution No. 99- 34 02, Supporting the Formation of the Southlake Library Foundation to the City Council for 35 their consideration. 36 37 Motion: Ms. Baynard 38 Second: Ms. Poe 39 Ayes: Ms. Zielke, Ms. Poe, Ms Baynard, Ms. Cameron 40 Nayes: None 41 Approved: 4-0 42 43 Discussion: 44 45 Agenda Item No 6A Southlake Parks Development Corporation (SPDC Funding 46 Library Board Regular Meeting Page 4 of 6 n:\parks & recreation\boards\library\minutes\092299.doc * *OFFICIAL MINUTES APPROVED BY THE LIBRARY BOARD MEMBERS 1 Ms. Cameron said that there was a memo from Mr. Kevin Hugman. Mr. Polasek said that 2 one of the things that has come up in the past was the availability of the half cent sales tax 3 funding and the possibility of the library utilizing this funding for development. Mr. Polasek 4 said that some questions need to be answered first and foremost in regards to the Articles of 5 Incorporation for the Southlake Park Development Corporation as well as how the wording 6 on the ballot was placed. Mr. Polasek said that, based on information provided, what would 7 need to occur would be for the SPDC to make a written application to the City Council to 8 amend the Articles allowing the library to be included for funding. Mr. Polasek said that 9 SPDC would then adopt the amendments to the Articles of Corporation. The other option 10 would for City Council, at it's sole discretion, to amend the Articles of Corporation. Mr. 11 Polasek said that this could be done, but consideration should be made as to should this 12 request be made at the present time or would it more appropriate to approach this subject at a 13 later date. Mr. Polasek reviewed with the Board the current SPDC funding situation in terms 14 of approximate revenues and proposed expenditures. Mr. Polasek indicated that if the 15 funding were to be divided between park projects and library projects, the amount that either 16 would receive might not be significant enough to move any of the projects forward in a 17 timely manner. Mr. Polasek said that he was not sure what the City Council's, Park Board's, 18 or SPDC's reaction would be to this request. Mr. Polasek indicated that in five to ten years, 19 as the revenues grow and projects are completed, library funding might be more readily 20 available. 21 22 Ms. Cameron said that Mr. Peebles' thought was to insert the word "library" where it reads 23 "recreational facility" and leave it and not do anything about right now, but it would clearly 24 be there for use later. She also indicated that he felt comfortable writing the resolution to 25 bring to the next meeting. Ms. Poe asked what a recreational facility was? Mr. Polasek said 26 that it was written as Parks and Recreation and is likely interpreted in a more traditional 27 manner, (ie. parks, recreation center, basketball courts, tennis, playgrounds, pavilions, land 28 acquisition). Ms. Poe commented that the library is definitely not considered a traditional 29 park facility. Mr. Polasek said that he and Mr. Peebles talked about this and whether or not 30 this argument should be presented to City Council and SPDC as opposed to submitting a 31 resolution where the position is clear. Ms. Zielke asked what would be gained? Mr. Polasek 32 said that the library operations and capital purchases are currently funded in the upcoming 33 budget. Ms. Cameron said that once the library gets up and going it may be considered a 34 recreational facility. Ms. Cameron said that the library has not had the opportunity to make 35 its presence known as of yet. Mr. Polasek said that the timing on this request should be 36 considered. Mr. Polasek indicated that funding from the SPDC is currently encumbered in 37 the proposed five year CIP. Ms. Baynard asked if this was something that could be brought 38 up any time. Mr. Polasek said that this could not be acted on tonight as it is a discussion item 39 but could be brought forward for consideration at any time in the future. Ms. Baynard asked 40 if this could wait a year. Ms. Cameron suggested that this item be tabled and reviewed by the 41 Board next year. Mr. Polasek mentioned that it could be brought forward at any time by a 42 board member. Ms. Cameron asked if this could be looked at a year from now, and Ms. 43 Baynard agreed. Ms. Cameron said the process for amending the SPDC Articles of 44 Incorporation is now known for future reference. There was no more discussion on this item. 45 46 Ms. Zielke said she thought that the Town Center is crowded and parking difficult. Ms. 47 Zielke said that she feels if something specific does not happen soon, an opportunity to Library Board Regular Meeting Page 5 of 6 n:\parks & recreation\boards\library\minutes\092299.doc * *OFFICIAL MINUTES APPROVED BY THE LIBRARY BOARD MEMBERS 1 earmark property in or near the Town Hall site could be lost. Ms. Cameron said that it would 2 be interesting to have a vote because there are two radically different views between "pro- 3 City Hall" and "pro-Town Square." Ms. Zielke said that she was viewing city hall as part of 4 the town center. Mr. Polasek said that the previous Library Board resolution stated that the 5 first preference would be as close to the new town hall as possible and the second preference 6 would be the old city hall. Mr. Polasek said that it was his understanding that there is 7 somewhat of a split as to the preferred location. Ms. Cameron asked if another resolution 8 should be sent to nail something down. Ms. Zielke said that even if it is the later, the old city 9 hall, she could see where people would think this to be a nice site. Ms. Zielke asked if this 10 has been determined. Mr. Polasek said that in talking with Mr. Campbell, once DPS leaves 11 the site in five to six years, this building would be vacant. There are no current plans for the 12 building. Mr. Polasek indicated that the City, if it desired, would then have the ability to 13 investigate a land swap or develop the site as a library. Mr. Polasek said that no 14 determination has been made. Ms. Zielke asked if the Library Board's preference would be 15 to use the current city hall site for the library. Ms. Zielke feels this site would be good in that 16 Town Square is so crowded. Mr. Polasek said that a decision does not need to be made 17 tonight. Mr. Polasek said that he would talk to Mr. Campbell in regards to any additional 18 information that could be shared with the Board. Ms. Zielke said that in five years this 19 property could be worth more money due to its location and access. Ms. Zielke said she 20 would like a commitment. Ms. Cameron said that this item should be put on the October 20, 21 1999 agenda for further discussion. 22 23 24 Agenda Item No. 7., Adjournment. The meeting was called for adjournment at 8:00 25 PM by Chair. 26 27 Motion: Ms. Baynard 28 Second: Ms. Poe 29 Ayes: Ms. Zielke, Ms. Poe, Ms Baynard, Ms. Cameron 30 Nayes: None 31 Approved: 4-0 32 33 34 35 36 Chair, 37 38 Attest: 39 40 41 42 43 Stev olasek 44 Deputy Director of Community Services Library Board Regular Meeting Page 6 of 6 n:\parks & recreatlon\boards\library\minutes\092299.doc