Loading...
2000-05-24 r * * OFFICIAL MINUTES APPROVED BY THE LIBRARY BOARD MEMBERS 1 CITY OF SOUTHLAKE 2 LIBRARY BOARD MEETING 3 4 May 24, 2000 5 6 MINUTES 7 8 Board Members Present: Chair Maria Cameron, Debbie Baynard, C.D. Peebles, Wanda Poe, 9 Marjorie Zielke 10 11 Board Members Absent: Scott MacLeod, Karen Cienki 12 13 Staff Members Present: Steve Polasek, Deputy Director of Community Services; Terri 14 McLaughlin, Library Administrator; Meredith Parrish, Administrative Secretary 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 7:10 PM 20 21 Reports: 22 23 Agenda Item No. 2, Administrative Comments. 24 25 Mr. Polasek said that collection development had been raised by the Board as an area of 26 interest. Mr. Polasek said that he talked with Mr. McLaughlin and Ms. Parrish about ideas for 27 the Board being involved in collection development. Mr. Polasek suggested that a collection 28 policy be developed and then incorporated into the library policies. This would be under the 29 advisement of the Library Policies sub-committee. Mr. Polasek said that after going to the 30 Library Policies sub-committee it would then go to the Library Board as a whole before 31 going to City Council for approval. Mr. Polasek said that this could be annual in reviewing 32 collection development along with the budget. 33 34 Ms. Cameron said that she liked the idea that Mr. Polasek had suggested. Ms. Cameron asked 35 what Mr. Peebles thoughts were. Mr. Peebles said that he felt that maybe it should be a stand- 36 alone committee. Mr. Polasek said that the purpose of putting it with the Policies sub- 37 committee is to review the policy on collection development along with all the other policies. 38 Mr. Peebles said that he was concerned with periodical development and things of that 39 nature. Mr. Polasek stated that periodical selection and selection of books, etc would be a 40 staff decision. Mr. Polasek said that any major purchase would be brought to the Library 41 Board for approval. Mr. Polasek reminded the Board that staff is always open to suggestions 42 in terms of collection materials. 43 44 Mr. Polasek said that the collection would be developed around a core collection the first 45 year. Mr. Polasek said that patrons would be letting the library staff know what they are 46 wanting as far as collection materials. Mr. Polasek said that staff would also like for the 47 Board to come forward and share ideas they have for collection development. Mr. Polasek 1 Library Board Regular Meeting n:\parks & recreation\boards\librvy\minutes\2000\052400.doc 1 * * OFFICIAL MINUTES APPROVED BY THE LIBRARY BOARD MEMBERS 1 stated that on an annual basis a line item would be placed in the budget for collection 2 development and that staff would explain the direction of the expenditures as part of the 3 budget process. 4 5 Consent Agenda: 6 7 Agenda Item No. 3.A., Approval of the minutes of the April 5, 2000 8 Ms. Cameron had spelling corrections on page 3 and page 5. 9 10 Motion: Debbie Baynard 11 Second: Ms. Poe 12 Ayes: Ms. Cameron, Mr. Peebles, Ms. Baynard, Ms. Poe, Ms. Zielke 13 Nayes: 0 14 Approved: 5-0 15 16 Regular Agenda: 17 18 Agenda Item No. 4, Public Forum. No issues were presented for Public Forum. Public 19 Forum was closed at 7:34 P.M. by Chair Maria Cameron. 20 21 Discussion: 22 23 A. Library Foundation Update 24 Ms. Baynard shared that Barnes and Noble would be giving 15% of their sales between 2 p.m. 25 and 5 p.m. If purchases go up to $2,000.00 than Barnes and Noble will be giving 20% of their 26 sales. 27 28 Ms. Baynard said the Library Foundation met on May 23, 2000. Ms. Baynard said they did not 29 elect officers yet and are still working on their bylaws. Ms. Baynard said that it was suggested for 30 Foundation members to donate $100 to begin the fundraising efforts. 31 32 Ms. Baynard said that several committees have been formed. Included in those committees are 33 by-laws, membership and fundraising. Ms. Baynard said that the fundraising committee is 34 meeting June 8, 2000. 35 36 Mr. Polasek said that he attended the meeting and that he was pleased with the enthusiasm of the 37 group. Mr. Polasek said that he felt the group was very energetic and committed. Mr. Polasek 38 said that he felt it is going to be important to involve the Foundation with library functions as 39 well. 40 41 B. Automation Sub-committee Update 42 43 Mr. McLaughlin said that he has called several vendors, including Epitek/Horizon and Triple III. 44 Mr. McLaughlin said that he is trying to get the vendors to come and make presentations in the 45 next week. Mr. McLaughlin shared that he has been visiting with the Denton Public Library and 46 discussing with them their selection of an automation system. Mr. McLaughlin said that Denton 47 shared their concerns and their process in choosing a system. Mr. McLaughlin indicated that 48 Denton's choices are SIRSI, Horizon and Triple III. From those selections Denton will visit local 2 Library Board Regular Meeting n:\parks & recreation\boards\library\minutes\2000\052400.doc * * OFFICIAL MINUTES APPROVED BY THE LIBRARY BOARD MEMBERS 1 libraries that have these systems and then report back to staff. Mr. McLaughlin said that Denton is 2 also planning on asking the top two companies real life problems and how those particular 3 systems will solve them. Mr. McLaughlin said that he believes that this is the process that 4 Southlake should follow in selecting their automation system. 5 6 Mr. McLaughlin said that the sub-committee should be able to make a formal recommendation to 7 the Library Board at the July meeting. 8 9 Ms. Zielke expressed that she likes the browser interface type of automation system. Ms. Zielke 10 also shared that this is typical of the automation systems. Mr. Peebles shared that he is concerned 11 about lack of time and lack of information. Mr. Peebles shared that he would like to examine Fort 12 Worth's system as well as the Northeast Tarrant consortium. 13 14 Mr. Polasek said that the Northeast Tarrant consortium is not on one system. All the libraries 15 within this group use their own systems but have interlocal agreements that allow patrons to use 16 the resources at all of the participating libraries. 17 18 Ms. Cameron asked if Danita Barber could come and speak to the Board about the Northeast 19 Tarrant consortium. Mr. Polasek said that he would check to see if she would be available to 20 come and speak to the Board in the future. 21 22 Ms. Zielke suggested that the sub-committee put together a list of what is desired for the library's 23 automation system. 24 25 Mr. Polasek said that while the selection of automation system is important, it would be 26 advantageous to gather research that other libraries have already done. Mr. Polasek said that 27 Denton, Hurst, and Grapevine have recently or within the last few years selected automation 28 systems. Mr. Polasek suggested that the sub-committee talk to these libraries as well as Ft. Worth. 29 This would offer four perspectives for the sub-committee to consider. 30 31 C. Librarian's Report 32 33 Mr. McLaughlin shared that he is continuing to meet with collection vendors. Mr. McLaughlin 34 said that he is also visiting local libraries and getting to know the area. Mr. McLaughlin said that 35 he has visited Denton Public Library's south branch, and found it interesting that Edell and 36 Associates built it. Mr. McLaughlin also shared that he has visited with Grapevine and Flower 37 Mound recently. 38 39 Mr. McLaughlin said that he is currently reviewing policy and procedure manuals. 40 41 D. Special Meeting-Librar~Budget Review 42 43 Mr. Polasek shared that since Mr. Hugman was away on military leave the initial budget review 44 with the City Manager was pushed back until May 25, 2000. Mr. Polasek said that after this 45 meeting he would like to schedule a special meeting to review the budget with the Board. 46 47 Mr. Polasek said that an option would be to have the regular June meeting on June 14, 2000 48 instead of having two meetings in the month of June. 49 3 Library Board Regular Meeting Oparks & recreation\boards\library\minutes\2000\052400.doc * * OFFICIAL MINUTES APPROVED BY THE LIBRARY BOARD MEMBERS 1 Mr. Peebles asked if the automation sub-committee could be ready by June 14`h to discuss the 2 automation system. Ms. Zielke asked what the deadline on the automation system was. Mr. 3 Polasek said that there is not an established deadline, but that it would be best to have the 4 automation system chosen by July. 5 6 Ms. Poe asked if it needed to be decided first if the City would go with Ft. Worth before deciding 7 on a system due to the fact that Ft. Worth chooses its own system. Mr. Polasek said that it is an 8 option that needs to come back to the Board following the review and recommendation of the 9 sub-committee. Mr. Polasek said that the goal of the sub-committee should be to look at all the 10 options and then come back and report to the Library Board as a whole on the various options and 11 which option they believe works best for the Southlake Public Library. Ms. Poe said that the 12 entire board could be kept informed as to what is going on through e-mail. Mr. Polasek reminded 13 the Board that information could be exchanged through e-mail, but that no decisions can be made. 14 Mr. Polasek suggested that the automation sub-committee members meet after the Board meeting 15 to discuss issues raised this evening. Mr. Polasek said that he is available to offer greater 16 assistance and participation to the sub-committee should they so desire. 17 18 Mr. Polasek asked if the Board was comfortable with meeting on June 14, 2000. Mr. Polasek said 19 that this meeting would take the place of the regularly scheduled June 28, 2000 meeting. 20 21 Library board members agreed to meet on June 14, 2000 at 7:00pm. 22 23 Mr. Peebles asked what the criteria were for being on the sub-committee. Mr. Peebles asked if he 24 was not re-appointed to the Library Board would it be possible to make the automation sub- 25 committee into a work group as to allow non Board members to actively participate in the sub- 26 committee. Mr. Polasek said that the committee is made up of Board members. Mr. Polasek said 27 that it would be up to the Board if they wished to appoint a member of the public to serve on a 28 sub-committee. Mr. Peebles asked that this item be placed on the June agenda for Board 29 consideration. Mr. Polasek said that it would be added to the June agenda. 30 31 Agenda Item 6A Technology Sub-committee 32 33 Mr. Polasek said that the technology sub-committee was something that came out of the last 34 meeting. Mr. Polasek said that what the technology sub-committee would be doing on an annual 35 basis would be researching and investigating technological advancements that would benefit the 36 library and the library patrons. This would not just include future automation upgrades or 37 changes. Ms. Zielke said that it would be a way of continuing items that are brought to 38 discussion at Board meetings. Mr. Polasek said that a technical services librarian is a staffing 39 goal, and that this proposed position could be on the sub-committee as well. Mr. Polasek said 40 that this was being brought to the Board as a consider item and would require appointments and 41 nominations from the Board. Ms. Cameron asked if the Board should wait until after Library 42 Board appointments have been made by City Council. Mr. Polasek said that the Board could 43 choose to vote now, table this item to another meeting, or choose not to form a technology sub- 44 committee. 45 46 Ms. Poe made a motion to table the formation of a technology sub-committee to a future date. 47 48 Motion: Poe 49 Second: Peebles 4 Library Board Regular Meeting nAparks & recreation\boards\library\minutes\2000\052400.doc * * OFFICIAL MINUTES APPROVED BY THE LIBRARY BOARD MEMBERS 1 Ayes: Poe, Peebles, Cameron, Zielke 2 Nayes:0 3 Approved: 4-0 4 Ms. Baynard was not present for the vote. 5 6 Agenda Item 7 Other Items 7 8 Mr. Peebles asked that an agenda item be added to the next meeting about appointing citizens to 9 work groups. 10 11 Agenda Item No. 7; Adjournment. 12 Chair Maria Cameron adjourned the meeting at 8:35 p.m. 13 14 Motion: Zielke 15 Second: Peebles 16 Ayes: Peebles, Poe, Zielke, Cameron 17 Nayes: 0 18 Approve 4-0 19 20 21 22 is Cameron 23 Library Board Chair 24 25 Attest: 26 27 28 29 teve Po e 30 Deputy Director of Community Services 5 Library Board Regular Meeting n:\parks & recreation\boards\library\minutes\2000\052400.doc