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2000-04-26 * *OFFICIAL MINUTES APPROVED BY THE LIBRARY BOARD MEMBERS 1 CITY OF SOUTHLAKE 2 LIBRARY BOARD MEETING 3 4 April 26, 2000 5 6 MINUTES 7 8 Board Members Present: Chair Maria Cameron, Debbie Baynard, C.D. Peebles, Karen 9 Cienki, Scott MacLeod, Wanda Poe, Marjorie Zielke 10 11 Board Members Absent: 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 7:11 PM 20 21 Reports: 22 23 Agenda Item No. 2, Administrative Comments. 24 Mr. Polasek indicated that the City has begun the budget planning process and staff will be 25 reviewing the library budget with the City Manager in the near future. Mr. Polasek said that 26 his goal is to have the library budget to the Library Board within the next 6-8 weeks for their 27 review and consideration. 28 29 Mr. Polasek said that a picture of the chair for the lounge seating had been included in the 30 packet. Mr. Polasek said that he felt the Board would be in agreement that the chair was 31 comparable to what the Board was looking for in regards to lounge seating. Ms. Cienki 32 asked if it would be possible to see a sample of the chair. Mr. Polasek said that this was 33 possible and would check with the consultants to see if a sample could be brought in. Ms. 34 Cienki asked if we could get dimensions of the chair. Mr. Polasek said that staff was working 35 with the consultant to get samples in the community center and would contact the Board 36 when those samples were available to be viewed. Mr. Polasek said that the goal would be to 37 find furnishings that would accommodate a variety of patrons. 38 39 Mr. Polasek said that Town Hall construction is progressing as scheduled. Mr. Polasek said 40 that the City is looking at late October to early November as a completion time frame for the 41 building. Staff would begin occupying the building at approximately that time and it would 42 take a couple of months to get moved in. Mr. Polasek said that presently the City is not 43 advertising an opening date for the library but rather indicating that the library will be open 44 early next year. As the date gets closer, a more precise time frame can be determined. 45 46 47 1 Library Board Regular Meeting n:\parks & recreation\boards\library\minutes\2000\042600.doc * *OFFICIAL MINUTES APPROVED BY THE LIBRARY BOARD MEMBERS 1 Consent Agenda: 2 3 Agenda Item No. 3.A., Approval of the minutes of the April 5, 2000 4 Mr. MacLeod asked that the correct spelling of his name be implemented in the April 5, 2000 5 minutes. 6 7 Motion: Karen Cienki 8 Second: Ms. Baynard 9 Ayes: Ms. Cameron, Ms. Cienki, Mr. Peebles, Mr. MacLeod, Ms. Poe 10 Nayes: 0 11 Approved: 6-0 12 13 Regular Agenda: 14 15 Agenda Item No. 4, Public Forum. No issues were presented for Public Forum. Public 16 Forum was closed at 7:19 P.M. by Chair Maria Cameron. 17 18 Discussion: 19 20 A. Librarian's Report-TLA Conference 21 22 Mr. McLaughlin said that he was at the Texas Library Association Conference, April 11-14, 23 2000. Mr. McLaughlin reported that he won 25 books while at the conference. Mr. 24 McLaughlin said that he spoke with representatives from McNaughton Books, which is a 25 rental service provider of books. Mr. McLaughlin said that he was also working with a 26 company called Ingram and another book company called Baker and Taylor. These 27 companies are large distributors of books. Mr. McLaughlin said that the larger book 28 distributors offer the service of sending company employees to unpack and distribute books 29 on the shelves. Mr. McLaughlin said that this might be a valuable service when the time 30 comes. 31 32 Mr. McLaughlin said that overall he found the conference to be interesting and that good 33 contacts were made. Mr. McLaughlin said that most of his time was spent in meeting with 34 exhibitors and discussing the needs of the library. Mr. Mclaughlin expressed his appreciation 35 in being able to go. 36 37 Ms. Cameron asked about automation vendors. Mr. McLaughlin said that he spoke with 38 automation vendors and will be getting the information to the subcommittee. Mr. 39 McLaughlin said that automation vendors would be available to come and talk to the Board 40 in the future. Mr. MacLeod asked when a decision would need to be finalized on the 41 automation system. Mr. McLaughlin said that he would like to see a decision made within the 42 month of May. Mr. MacLeod asked Mr. Pebbles his opinion on a consultant coming and 43 giving an opinion of automation systems. Mr. Peebles asked if a consultant dealt with 44 installation. Mr. McLaughlin said that a consultant on automation systems would deal with 45 the pros and cons of the actual systems and not have anything to do with installation. 46 2 Library Board Regular Meeting n:\parks & recreation\boards\library\minutes\2000\042600.doc * *OFFICIAL MINUTES APPROVED BY THE LIBRARY BOARD MEMBERS 1 Ms. Zielke asked how many systems are there available. Mr. McLaughlin said that there are 2 eight in the Dallas area. Mr. McLaughlin said that there are various versions of the same 3 system. Mr. Peebles said that before a consultant is hired, that staff and the automation sub- 4 committee should review two to three major systems. Mr. Peebles said that if a clear choice is 5 available than a consultant is not needed. Mr. Polasek said that the idea of a consultant is not 6 firm but rather an option that may be available if need be. Mr. Polasek indicated that it is 7 important to choose an automation system relatively soon because other decisions hinge on 8 the automation system selection. Mr. MacLeod said that he felt that the sub-committee and 9 staff could choose an automation system without a consultant. Mr. Polasek said that is 10 probably the direction that staff is heading. 11 12 Ms. Poe asked if anyone had heard of the automation system called Voyager. Ms. Cameron 13 replied that is a system designed for use at academic institutions. Mr. Polasek said that 14 Horizon system is getting an update as well. Mr. Polasek said that there is some merit in 15 choosing a system that is similar to what other local libraries. Ms.Cameron said that a 16 consultant might be valuable when it comes to questions about interoperability with other 17 local systems. Mr. Polasek said that was a good point and also indicated that local librarians 18 might be able to offer advice regarding automation systems without having to pay them for 19 their consultation. Mr. MacLeod asked if this was the largest capital purchase that will be 20 made for the library. Mr. Polasek answered that the books were the largest, followed by the 21 automation system. 22 23 Ms. Cameron thanked Mr. McLaughlin for his report. 24 25 Ms. Baynard asked if yearbooks from schools had been ordered for the library collection and 26 if staff wanted to start with the current yearbook or wait until next year. Mr. Polasek replied 27 that no orders had been made and that donations are usually offered through the school 28 district or local residents. Ms. Cienki asked what the process would be for ordering 29 periodicals for the library. Mr. McLaughlin responded that a company called Ebsco offer a 30 starter set for beginning libraries. 31 32 Ms. Baynard asked if the Library Foundation report could be added as a permanent agenda 33 item. Mr. Polasek said that this would be added as a liaison report. Ms. Baynard reported that 34 the Library Foundation had their first meeting, April 25, 2000. Nineteen members are a part 35 of the foundation. Ms. Baynard said that the Foundation had some questions for the Library 36 Board. First, Foundation members wanted to know how much the permanent library will cost 37 and secondly, how big the permanent facility is estimated to be. Mr. Polasek said that he 38 would be happy to attend the next Foundation meeting and answer any questions that they 39 may have at that time. Mr. Polasek said that the permanent facility would be approximately 40 40,000 square feet. This will allow for a little over one square foot per resident. The building 41 costs based on current market conditions would be approximately six to seven million 42 dollars. Mr. Polasek said that City Council is aware that a permanent facility is the goal and 43 supports this effort through their approval of the resolution appointing a Council liaison to 44 the Foundation. 45 46 Ms. Cienki said that SPDC funds would probably not be available because the word library is 47 not a part of the wording for use of funds. Mr. MacLeod asked Mr. Polasek if a legal opinion 3 Library Board Regular Meeting n:\parks & recreation\boards\library\minutes\2000\042600.doc * *OFFICIAL MINUTES APPROVED BY THE LIBRARY BOARD MEMBERS 1 had been made on the wording. Mr. Polasek said that an opinion had been made, and that 2 City Council has the authority to change the funding allocation to incorporate the library. Mr. 3 Polasek also indicated that there were other funding options available beyond the half-cent 4 sales tax. Mr. Polasek said that staff is excited about the formation of the Foundation. Ms. 5 Baynard asked if the Senior Center could be reserved for the fourth Tuesday of every month 6 for Foundation meetings. Mr. Polasek said that sounded fine, but that it would need to be 7 confirmed with Nona Whitehead, Community Services Coordinator. Ms. Baynard asked 8 about providing refreshments for the meetings. Mr. Polasek said that money was not 9 presently budgeted for Library Foundation refreshments. 10 11 Consider: 12 13 Agenda Item No. 6A; Appointment of Library Policies Sub-Committee Member (s) 14 15 Mr. Polasek stated that there are several committees upcoming for the future. Mr. Polasek said 16 that future subcommittees will include community relations (a sub-committee that will involve 17 publicity surrounding the new library and grand opening), and Friends of the Southlake Library 18 that will probably turn into a liaison position. Ms. Zielke asked if the automation subcommittee 19 would still exists after the automation system is chosen. Mr. Polasek said that the automation 20 subcommittee would cease to exist after the automation system is chosen. Mr. Polasek said that 21 this committee could be brought back on an as needed basis. Mr. Peebles asked about the 22 formation of collections subcommittee. Mr. Peebles said that he felt the purpose of the collections 23 sub-committee would be to help guide staff with the purchasing of book and periodical 24 collections. Mr. Polasek said that staff appreciates the Boards willingness to help and be a part of 25 the collection process; however, there are standards in collection development and that librarians 26 are trained to select appropriate materials for the library. Mr. Polasek said that Mr. McLaughlin 27 and his staff will have the experience to make proper selections for the library that accurately 28 reflect the community's needs. Ms. Cameron said that a realistic expectation might be to review 29 collection development policy, but not participate in the actual collection development process. 30 31 Ms. Zielke expressed concern about the automation subcommittee being a short-term committee. 32 Mr. Polasek said that the sub-committees that have been formed so far have a limited life span but 33 that staff welcomes the Library Board's participation in areas of library development. Mr. 34 Polasek encouraged the Board to share with him any ideas or concerns that they may have. Mr. 35 Polasek said that his only concern is how deep the Library Board becomes in the daily operations 36 of the library. Ms. Cameron said budget issues would be a better place for the Board to be 37 involved as opposed to collections and technology. 38 39 Mr. Polasek said that tonight's objective was to establish the Library Policies sub-committee. The 40 role of the Library Policies sub-committee would be to determine policies, fees and such. Mr. 41 McLaughlin will serve as the staff lead on the sub-committee. Mr. Polasek said that staff is 42 hoping for a short time frame and that by June or July the sub-committee would be ready to take a 43 draft policy manual before the Board before proceeding to City Council. Ms. Zielke asked if this 44 subcommittee would dissolve after a period of time. Mr. Polasek said the Policies sub-committee 45 would make the initial policies and then could be recalled in the future to review and add to the 46 policies as needed. Ms. Poe asked if the Library Policy sub-committee would include programs. 47 Mr. Polasek said that programming would be a part of operations. Mr. Polasek said that what 48 staff is asking the Board to do is appoint two to three Board members to the sub-committee to 49 help establish base policies. Ms. Cameron asked who was interested in serving on the sub- 4 Library Board Regular Meeting n:\parks & recreation\boards\library\minutes\2000\042600.doc * *OFFICIAL MINUTES APPROVED BY THE LIBRARY BOARD MEMBERS 1 committee. Ms. Cienki said that she is unavailable during the month of May but is interested in 2 serving on the sub-committee. Mr. McLaughlin said it is not crucial to get policies in place by 3 June because the library will not be opening until early next year. Ms. Cameron said that she 4 would like to serve on the sub-committee. A motion was made to appoint Ms. Cienke and Ms. 5 Cameron to the Library Policy sub-committee. 6 7 Motion: Mr. MacLeod 8 Second: Ms. Poe 9 Ayes: Ms.Cameron, Ms.Baynard, Ms. Poe, Ms. Zielke, Mr. Peebles, Mr. MacLeod, and Ms. 10 Cienki 11 Approved: 7-0 12 13 Ms. Cienki asked if library staffing would be discussed before the June retreat when the Board 14 will discuss the 2000-2001 budget. Mr. Polasek said that staffing would be discussed as part of 15 the budget process. Mr. Polasek said that an October 1, 2000 hiring date is being planned at this 16 point. Ms. Cienki asked how many positions were being looked at for immediate hire. Mr. 17 Polasek said that this was still in the process of being determined. Mr. Peebles asked how much 18 was budgeted for collections. Mr. Polasek said $805,000.00 was currently budgeted for 19 collections. Mr. Polasek said that the upcoming fiscal year budget is still in the preliminary 20 process, but that once it has been reviewed with the City Manager it will be brought before the 21 Library Board for review. 22 23 Ms. Cienki asked if a question and answer time could be added to the agenda as a last item. Mr. 24 Polasek said this would be added to future agendas, and that a librarian's report would be added 25 to the agenda as well. Mr. Polasek said that it could be added at the end of the agenda and would 26 allow for discussion of other items. 27 28 Agenda Item No. 7; Adjournment. 29 Chair Maria Cameron adjourned the meeting at 8:45 p.m. 30 31 Motion: Mr. MacLeod 32 Second: Ms. Cienki 33 Ayes: Ms. Baynard, Mr. MacLeod, Mr. Peebles, Ms. Poe, Ms. Cienki, 34 Ms. Cameron, Ms. Zielke 35 Nayes: 0 36 Approved: 7-0 37 38 + 39 40 Maria Cameron 41 Library Board Chair 42 43 Attest: 44 45 46 47 Steve olasek 48 Deputy Director of Community Services 5 Library Board Regular Meeting n:\parks & recreation\boards\library\minutes\2000\042600.doc