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2000-07-26 * * OFFICIAL MINUTES APPROVED BY THE LIBRARY BOARD MEMBERS 1 CITY OF SOUTHLAKE 2 LIBRARY BOARD MEETING 3 4 July 26, 2000 5 6 MINUTES 7 8 Board Members Present: Chair Maria Cameron, Debbie Baynard, Wanda Poe, Marjorie 9 Zielke, Peggy Firestone 10 11 Board Members Absent: Scott MacLeod, Karen Cienki 12 13 Staff Members Present: Billy Campbell, City Manager, Steve Polasek, Deputy Director of 14 Community Services; Terri McLaughlin, Library Administrator 15 16 Regular Session: 17 18 Agenda Item No. 1, Call to Order. The meeting was called to order by Chair Maria Cameron 19 at 7:03 PM 20 21 Reports: 22 23 Agenda Item No. 2, Administrative Comments. 24 25 Mr. Polasek welcomed new Board member Peggy Firestone to the Library Board. Mr. 26 Polasek then introduced Billy Campbell, City Manager for the City of Southlake. 27 28 Mr. Campbell stated that he wanted to give the Library Board an update on the budget 29 process for the FY 2000-2001. Mr. Campbell stated that he understood that the Board is 30 anxious to get started on projects for the library. Mr. Campbell indicated that when he first 31 became City Manager a year ago, he warned of tight budgets and this year they have 32 tightened even more. This is partially due to additional services in place and the DPS 33 facilities and full service library poised to come on line. He has been in contact with Mr. 34 Polasek and Mr. McLaughlin regarding all the issues facing the library. Mr. Campbell said he 35 is required by law to file a budget by July 31, 2000. Mr. Campbell said that once the budget 36 is filed, it will be sent on to the Council for review and budget workshops. The budget 37 workshops are where the Council decisions are made concerning the budget. The first 38 workshop will be on August 8, 2000. 39 40 Mr. Campbell said he is concerned with expanding the level of service the city will be able to 41 provide next year as revenues are generally flat. Increases in ad valorum revenue will help 42 absorb some of the debt service. Mr. Campbell said the Mayor and City Council are 43 committed to the library, but they are also committed to other projects within the City. Mr. 44 Campbell said he was not prepared to give a dollar figure for the library service levels at this 45 time because the certified tax roles just came in the night before. Mr. Campbell said that City 46 Council has not seen the numbers either. 47 1 Library Board Regular Meeting n:\parks & recreation\boards\library\minutes\2000\072600.doc * * OFFICIAL MINUTES APPROVED BY THE LIBRARY BOARD MEMBERS 1 Mr. Campbell stated that revenues are speculative based on sales tax and franchise fees, and 2 that there has not been much construction finished in the last year to be open and contributing 3 to the tax base. Mr. Campbell commented that construction projects on revenue generating 4 retail properties are close to being finished and this should help the tax base during the 5 upcoming year. Mr. Campbell apologized for not being able to come in with hard numbers, 6 but he did not want to tell the Board anything that might not be correct. Gary Fawks, Mayor 7 Pro Tem was in the audience and asked Mr. Campbell to expand on the point of level of 8 service that is put into the budget. Mr. Campbell said an example of tightening is that 9 additional DPS personnel will not be hired this year and the opening of the new facility will 10 be pushed back a year. Current levels of service won't be effected. Mr. Campbell's 11 experience has been that there usually is a funding mechanism that goes along with 12 supporting a library; Southlake does not have that. Mr. Campbell stressed that the City is 13 making some difficult decisions during the budget process. 14 15 Mr. Peebles, President of Friends of Southlake Library asked Mr. Campbell to repeat what he 16 had said earlier about the budget process. Mr. Campbell restated what had been discussed 17 earlier with the Board. 18 19 Mr. Polasek continued with administrative comments. Mr. Polasek asked the Board to 20 consider times that would be convenient for a tour of the new facility; possibly the second or 21 third week of August. Ron Harper will be unavailable, but another liaison will be contacted. 22 Board members should contact Meredith Parrish, Administrative Secretary to be put on the 23 City Council Library Board report schedule. Ms. Cameron asked to discuss the sign up at the 24 end of meeting. 25 26 Consent Agenda: 27 28 Agenda Item No. 3.A., Approval of the minutes of the June 14, 2000 29 Ms. Cameron asked for corrections to page 2 line 26 to reflect that Ms. Baynard would work 30 with the Friends group; on page 3 change to Dynix system and page 7 line 3 change Baynard 31 to Ms. Cameron. 32 33 Agenda Item No. 3.B., Donation of Library Materials 34 Ms. Baynard updated the Board regarding the total of donated magazine subscriptions (67). 35 36 A motion was made by Board Member Wanda Poe to approve the minutes of the June 14, 37 2000 meeting and to accept the donation of materials to the library. 38 39 Motion: Wanda Poe 40 Second: Peggy Firestone 41 Ayes: Ms. Cameron, Ms. Baynard, Ms. Poe, Ms. Zielke, Ms. Firestone 42 Nayes: 0 43 Approved: 5-0 44 45 Regular Agenda: 46 2 Library Board Regular Meeting n:\parks & recreation\boards\library\minutes\2000\072600.doc * * OFFICIAL MINUTES APPROVED BY THE LIBRARY BOARD MEMBERS 1 Agenda Item No. 4, Public Forum. No issues were presented for Public Forum. Public 2 Forum was closed at 7:24 P.M. by Chair Maria Cameron. 3 4 Discussion: 5 6 A. Library Foundation Update 7 8 Al Morin, Southlake Public Library Foundation President, addressed the Board and indicated that 9 their main objective at the moment was to gain the 501(C) 3 status. The Foundation bylaws and 10 articles have been drafted and are being sent back to the lawyer for final review. The Foundation 11 wished to develop a good relationship with the Board. Mr. Morin introduced Cameron McCartha 12 who welcomed Peggy Firestone and thanked her for her time. Ms. McCartha said the Foundation 13 is working on a joint meeting between Friends, Foundation and the Board to define their various 14 roles for the new library. Era Lee Caldwell will be responsible for public relations for the 15 Foundation and Ms. Caldwell indicated that they will wait until the library opening is closer 16 before beginning any type of Foundation public relations campaign. 17 18 Monte Ford was introduced as the fundraising strategy team chair. Mr. Ford stated that given the 19 comments from the City Manager, responsibility of Board leadership and shared vision among all 20 three groups was important. Ms. Baynard mentioned the idea of a retreat. Ms. Cameron said a 21 meeting is in the works between Mr. Morin, Mr. Peebles and the Board to clarify goals. The 22 policy subcommittee will be trying to incorporate some definitions in its own policy so that it 23 is clear. Ms. Baynard mentioned the website for the Friends of the Library national 24 organization (www.folusa.com) for reference as to what the role the Friends group usually is. 25 26 Mr. Polasek confirmed that a meeting between the Library Board Chair, the Foundation 27 President, and the Friends President is currently being planned. A combined meeting 28 between members of all three groups would require some pre-planning and that a fall date 29 could be explored. Ms. Cameron thanked the Foundation members for their time. Ms. 30 Baynard reported on the last Foundation meeting and stated that the number of board 31 members the Foundation will allow is currently 35 to allow for donors to claim honorary 32 status. 33 34 B. Automation Sub-committee Update 35 36 Ms. Zielke reported the she attended the American Library Association Conference (ALA) 37 and met with the Horizon. Ms. Zielke stated that one of the options available is called 38 "Application Service Provider (ASP)." ASP is where the software is run in Utah and 39 everything is web-based and the library has a "rental" agreement with the vendor spread over 40 5 years. Ms. Zielke requested a second proposal to show cost-savings of third option. 41 Horizon said over a 5-year period, using the ASP option could save $30,000. Mr. Polasek 42 stated software purchase and administration by the City is the way the process is currently 43 planned, but did indicate that the ASP option would be reviewed with the City's Technical 44 Services Division. Mr. Polasek indicated the City has a sample RFP from Hurst that will be 45 used as the base for the City's RFP. Mr. Polasek stated that the City does not have to accept 46 low bidder and may negotiate with the preferred vendor(s) as this project is considered a high 47 technology project. 3 Library Board Regular Meeting n:\parks & recreation\boards\library\minutes\2000\072600.doc * * OFFICIAL MINUTES APPROVED BY THE LIBRARY BOARD MEMBERS 1 Ms. Cameron asked about personnel issues and upgrades relating to the ASP option. Ms. 2 Zielke says upgrades come with all the options and has information from an ASP workshop 3 that lists the pros and cons of ASP. Mr. Polasek reminded the Board that the running of the 4 system would fall under the job description of the Technical Services Librarian and would be 5 part of the justification for that position. Mr. Polasek said the next step is for the Information 6 Services department, Mr. McLaughlin and himself to complete the RFP, send it out to 7 qualified vendors, evaluate the proposals, and negotiate with vendors. The proposed contract 8 would be brought to forward to the Board and Council within the next 60- 90 days. Gary 9 Gregg is the Technical Services Manager for the City and will be reviewing the RFP. Mr. 10 Polasek said Mr. Greg is enthusiastic and cooperative and that he is involved with the cabling 11 and wiring of the City Hall building. 12 13 Ms. Cameron asked about a T-1 line. Mr. Polasek said the City does not have a dedicated 14 line. Plans are for the library later to apply for TIF grant for a T 1 line and related equipment. 15 Mr. Polasek stated that the biggest drawback is that Southlake is not an operating library yet 16 and as a result are limited in terms of qualifying for available grants. Mr. Peebles, of the 17 Friends of Southlake Library, asked why the City would want to rent when the City can 18 purchase. Mr. Peebles also reminded the Board that the sub-committee had initially dismissed 19 the idea of ASP. Ms. Zielke said it should be reconsidered for flexible growth and service. 20 Mr. McLaughlin said that the vendor explained it very well at the conference and that more 21 people are requesting service rather than hardware. Mr. Peebles asked about dissatisfaction 22 and what happens to the database. Mr. McLaughlin said the database belongs to the City and 23 not the vendor. 24 25 Mr. Peebles asked if sub-committee will meet again and Mr. Polasek said that can be 26 determined at a later date if deemed necessary. Ms. Zielke stated that she would forward 27 ASP workshop information onto Mr. Polasek. Ms. Cameron said that she hoped that the sub- 28 committee has connection to a final decision. 29 30 Ms. Zielke indicated that roughly 75% clients own their system hardware, 20% are run by the 31 city, and 5% are ASP now (as it is a new service). However, Horizon has installed service at 32 ten facilities and has contracts for twenty-five more systems. Ms. Poe asked what size 33 libraries were the clients. Ms. Zielke did not know, but stated that Horizon saw a trend for 34 existing customers moving toward ASP services. 35 36 C. Librarian's Report 37 38 Mr. McLaughlin reported on the development of a sample book of policies from area 39 libraries and recognized Donna Kruse's assistance with the project. Ms. Kruse was 40 introduced to the Board as she is completing her practicum session with Mr. McLaughlin. 41 He reported attending the meetings recently held by the Friends group and the Foundation 42 Board. Mr. McLaughlin discussed the Grapevine Library situation in regard to the books that 43 have been purchased in Southlake's name. Mr. McLaughlin said the Grapevine Library has 44 been very cooperative. Ms. Poe said the Grapevine Library director would be very 45 appreciative if Southlake could get their books before Grapevine has to move them again 46 during their renovation. Southlake won't take possession of the books until closer to 47 opening. Mr. McLaughlin and Ms. Kruse reminded the Board of the different steps involved 4 Library Board Regular Meeting n:\parks & recreation\boards\library\minutes\2000\072600.doc * * OFFICIAL MINUTES APPROVED BY THE LIBRARY BOARD MEMBERS 1 in collecting the books, packing, undoing labels and security patches, re-labeling the book, 2 getting the records entered into computer and re-shelving the books. Ms. Kruse said that the 3 materials that she spot-checked seemed to be in very good condition. Mr. Polasek suggested a 4 group event for the Friends, Library Board and Foundation Board to get together as one unit 5 to help with this project. Mr. Peebles said that the Friends group already saw it as a project, 6 but thought the joint effort was a good idea and was appreciated. 7 8 Ms. Zielke asked when the library would open. Mr. Polasek indicated that as soon as a 9 definite date becomes available he would bring this information to the Board. Ms. Zielke 10 asked how long it takes to install automation system. Mr. McLaughlin said 4-6 weeks 11 depending on training. Ms. Zielke asked how long for the RFP process. Mr. Polasek said that 12 he hoped to bring a recommendation back within 60 days. 13 14 15 D. Friends of the Southlake Library 16 17 C.D. Peebles, President of the Friends of Southlake Library, said that the group was already 18 an established 501(C)3 organization functioning since 1991, but dormant since 1992. He 19 then went on to outline the structure of the group with an Executive Board and committees. 20 Mr. Peebles said that the Executive committee is charged with group coordination and library 21 advocacy. 22 23 Mr. Peebles stated that he would be attending the budget workshops and that certain issues 24 would need to be re-examined if the opening of the library is delayed. He urged Board 25 members to come out as well. An example of this would be that library cards for Grapevine 26 are only budgeted until March 2001. 27 28 When discussing the Fundraising committee, Mr. Peebles reiterated the issue of not crossing 29 paths with the Foundation while raising funds. Sandra Oliver is the Friends fundraising 30 chair. Ms. Firestone asked about the dollar range the groups are looking to raise. Mr. Polasek 31 provided the example of the Carroll Education Foundation and the PTO. The Foundation 32 creates larger fund raising events and the PTO is more of the "hands on" help in addition to 33 small scale fund raising. Mr. Peebles mentioned the example of the Friends funding specific 34 projects such as a statue for the permanent library. He stressed that donors must know 35 differences between the groups just as much as the groups needed to understand their 36 different roles. Mr. Polasek mentioned that the meeting for the Friends, Library Board and 37 Foundation representative was set for 4 p.m. on August 8th at the Community Center. 38 39 Mr. Peebles continued saying that the Friends initially are a group of 16-24 people with 2 40 teens. The teens wish to start a teen friends of the library group. Ms. Baynard will be their 41 coordinator. 42 43 Mr. Peebles asked if the name of the library was finalized (whether PUBLIC would be part 44 of the name or not) and asked about the process involved in getting graphic logos designed 45 and approved. Ms. Baynard asked if the Friends would pay for the logo design. Mr. Peebles 46 felt that there would be someone in the organization itself that would be able to do the 47 artwork and provide the Board with four or five options. 5 Library Board Regular Meeting n:\parks & recreation\boards\library\minutes\2000\072600.doc * * OFFICIAL MINUTES * * APPROVED BY THE LIBRARY BOARD MEMBERS 1 Ms. Poe asked what freedom is there in designing a logo. Mr. Polasek said that the Park and 2 Recreation Department has an unofficial graphic and that the Board would likely not need 3 official approval. However, official documents need to carry the City's official logo. The 4 Friends and Foundation can have separate logos. 5 6 Ms. Cameron thought that Council would want to decide on an official name for the library. 7 Mr. Polasek said the Southlake Public Library is currently being used but to his knowledge it 8 has not been officially recommended by the Board and approved by the City Council. 9 10 Mr. Peebles said a bookdrop is planned and in the budget, but that a second one for 11 audiovisual materials would be preferable. This is another potential project for the Friends 12 group to raise funds for and mentioned it here so that the City knows about it for space 13 planning purposes, curb cuts etc. Mr. Polasek said that it has been discussed and the City 14 would appreciate the donation of an additional book drop. 15 16 Mr. Peebles said the library support committee of the Friends could come up with an artist to 17 prepare four to five graphic designs and the individual entities are free to use them or not. 18 Mr. Peebles confirmed that it is the consensus of the Board that PUBLIC should be used in 19 name/logo and the Board agrees although no formal motion was made. 20 21 6A. Election of Officers 22 23 Mr. Polasek indicated that based on the Library Board by-laws the Chair and the Vice-Chair 24 positions need to be selected following the City Council appointments each year. 25 26 Ms. Baynard nominated Ms. Cameron to continue as Chair. 27 Motion: Baynard 28 Second: Firestone 29 Ayes: Zielke, Poe, Cameron 30 Nayes: 0 31 Approved: 5-0 32 33 Ms. Cameron nominated Ms. Zielke to be Vice-Chair 34 35 Motion: Cameron 36 Second: Baynard 37 Ayes: 5-0 38 Nayes: 0 39 Approved: 5-0 40 41 The issue of library tours was revisited and Mr. Polasek indicated that due to the departure of 42 Ron Harper, former Director of Public Works and Town Hall project manager, he will need 43 to revisit the building availability and contact the Board to schedule a tour date. 44 45 Ms Baynard asked about the donation policy. Mr. Polasek said it exists and that it just needs 46 to be proofed and approved, hopefully by the August meeting. Ms. Firestone asked when the 6 Library Board Regular Meeting n:\parks & recreation\boards\library\minutes\2000\072600.doc * * OFFICIAL MINUTES APPROVED BY THE LIBRARY BOARD MEMBERS 1 Friends meet and was informed that the Friends meet on the third Monday at the Community 2 Center and that the Foundation meets every fourth Tuesday at the Senior Center. 3 4 There were no additional new items to be discussed. 5 6 7 Agenda Item No. 7; Adjournment. 8 9 Chair Maria Cameron adjourned the meeting at 9:12 p.m. 10 11 Motion: Ms.Poe 12 Second: Zielke 13 Ayes: Poe, Zielke, Cameron, Firestone, Baynard 14 Nayes: 0 15 Approved: 5-0 16 17 18 ...L , p 19 Maria Cameron 20 Library Board Chair 21 22 23 Attest: 24 25 26 27 Steve P asek 28 Deputy Director of Community Services 7 Library Board Regular Meeting n:\parks & recreation\boards\library\minutes\2000\072600.doc