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2000-04-05 * *OFFICIAL MINUTES APPROVED BY THE LIBRARY BOARD MEMBERS 1 CITY OF SOUTHLAKE 2 LIBRARY BOARD MEETING 3 4 April 5, 2000 5 6 MINUTES 7 8 Board Members Present: Chair Maria Cameron, Debbie Baynard, C.D. Peebles, Karen 9 Cienki, Scott MacLeod, Wanda Poe 10 11 Board Members Absent: Marjorie Zielke 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: 00 PM 20 21 Reports: 22 23 Agenda Item No. 2, Administrative Comments. 24 25 Mr. Polasek reminded the Board that Easter in the Park would be held on April 16th from 12 26 p.m. to 4 p.m. at Bicentennial Park. 27 28 Consent Agenda: 29 30 Agenda Item No. 3.A., Approval of the minutes of the March 22, 2000 31 32 Motion: Karen Cienki 33 Second: Ms. Poe 34 Ayes: Ms. Cameron, Ms. Cienki, Mr. Peebles, Mr. MacLeod, Ms. Poe 35 Nayes: 0 36 Abstained - 0 37 Approved: 5-0 38 Ms. Baynard not present for vote. 39 40 Regular Agenda: 41 42 Agenda Item No. 4, Public Forum. No issues were presented for Public Forum. Public 43 Forum was closed at 7:03 P.M. by Chair Maria Cameron. 44 45 Consider: 46 1 Library Board Regular Meeting n:\parks & recreation\boards\library\minutes\2000\04052000.doc * *OFFICIAL MINUTES APPROVED BY THE LIBRARY BOARD MEMBERS 1 A: Appointment of Library Automation Sub-Committee member(s) 2 Mr. Polasek stated that a sub-committee would be formed to study the various automation 3 systems that are available with a future recommendation to the Board. This sub-committee 4 would help determine what system would be most appropriate for the library. Mr. Polasek 5 stated that the automation sub-committee presently consists of Mr. Terry McLaughlin, who 6 will be leading the committee, Mr. John Knight, Technical Services Manager, and Meredith 7 Parrish, Administrative Secretary. Mr. Polasek stated that he would be involved as well but 8 would not serve directly on the committee. 9 10 Mr. Polasek stated that he would like for the Board to consider and recommend up to three 11 Board members to serve on the committee. Mr. Polasek stated that the reason for no more 12 than three Board members on the sub-committee is twofold. First, to keep the sub-committee 13 from having to form a quorum. Secondly, keeping a smaller committee will allow more 14 flexibility in managing meeting times and dates. Mr. Polasek stated that this is an intense 15 process and will require a lot of background research. Mr. Polasek stated that it is an 16 important process and an important investment in the library. Mr. Polasek asked that the 17 Board consider appointments to this sub-committee, however, since two Board members 18 were not present the Board might wish to table the discussion to a later date. 19 20 Ms. Cameron asked if the Southlake library was considered in the Northeast Tarrant County 21 grant for libraries. Mr. Polasek indicated that it was not able to be included because there is 22 no facility at present time. Mr. Polasek did comment that he had been advised that once there 23 is a facility it is easy to have Southlake added to the grant process. 24 25 Ms. Cameron stated that since Ms. Zielke was not present that it would be appropriate to 26 table the sub-committee formation until the next meeting. Mr. Peebles stated that he did not 27 feel that was necessary and to go ahead and appoint Ms. Zielke a member to the sub- 28 committee. Ms. Poe agreed with Mr. Peebles and commented that Ms. Zielke had showed a 29 lot of interest in the automation sub-committee. Mr. Peebles commented that the automation 30 selection was an area that he was very interested in. Mr. Peebles questioned if the sub- 31 committee was going to include consideration into joining any of the Ft. Worth system 32 groups. Mr. Polasek agreed that this should be a part of the sub-committee review process. 33 34 Ms. Cienki asked if Ms.Zielke would be present for the meeting. Mr. Polasek answered that 35 she was expected to be here. Ms. Cienki asked if the Board could go on to discuss library 36 furnishings and then come back to the committee selection later in the meeting. Ms. Cameron 37 agreed that this was a good idea. Board members agreed to come back to this item later in the 38 meeting. 39 40 Mr. Mcleoud commented that the Board might want to consider other committees that may 41 be formed in the future. Mr. Mcleoud stated that it would be appropriate to include all Board 42 members on some type of sub-committee in the future. Mr. Polasek stated that staff 43 appreciated the Board's involvement. Mr. Polasek stated that staff's preference would be to 44 allow staff to develop a list of potential sub-committees and come back to the Board for 45 future appointments. Mr. Polasek stated that there are some areas that staff would prefer to 46 do the background and research on and then bring the issues directly to the Board for 47 consideration. 2 Library Board Regular Meeting n:\parks & recreation\boards\library\minutes\2000\04052000.doc * *OFFICIAL MINUTES APPROVED BY THE LIBRARY BOARD MEMBERS 1 Mr. Polasek commented that he does have ideas for sub-committees in the future. Mr. 2 Peebles asked what the sub-committees are that Mr. Polasek is considering. Mr. Polasek 3 answered that one of the areas would be policies. Mr. Peebles stated that he was not 4 interested in serving on the policies committee. 5 6 Mr. McLaughlin reminded the Board that he would be going to Texas Library Association 7 (TLA), April 11-14, 2000. Mr. McLaughlin stated that at TLA he would gather materials that 8 the Board may be interested in at TLA and bring them back to the Board at the next meeting. 9 Mr. McLaughlin said this would give the Board an idea of what is current among librarians in 10 the area. Mr. McLaughlin stated that he would bring back material on automation systems for 11 the sub-committee to examine. Mr. Peebles asked when the TLA would be meeting. Mr. 12 McLaughlin stated that it would be April 11-14th 13 14 Mr. Polasek stated that at the May Board meeting different sub-committees would be brought 15 for the Board to consider. 16 17 B. Library Furnishings 18 19 Mr. Polasek introduced Aaron Babcock from Heidell and Associates. Mr. Polasek stated that 20 Mr. Babcock would be aiding the Board in choosing table chairs and lounge seating. 21 Mr. Babcock stated that the Palmeri line of furniture that the board had picked, was not 22 available to be seen at local libraries. Mr. Babcock showed examples of study tables and 23 study carrolls from the Palmeri line. Mr. Babcock asked the Board to decide if they wanted 24 the tables and study carrolls to be in plastic laminate or all wood. Mr. Babcock suggested that 25 the Board go with all wood at this point and then if it becomes cost prohibitive, that the 26 Board could revert back to laminate table tops. Mr. Babcock confirmed that study carrols 27 would be solid wood. 28 29 Ms. Cienki commented that she had visited the remodeled library at Round Rock. Ms. Cienki 30 noted that the computers at the library at Round Rock are sunk down in the tables. Ms. 31 Cienki also commented that this was a popular idea among library patrons at Round Rock. 32 Ms. Cienki said that senior citizens especially liked the idea of computers sunk down into the 33 tables. Ms. Cienki asked if the Palmeri line carried tables that could accommodate computers 34 being sunken down into the tables. Mr. Babcock said that would be something that he would 35 have to check into. Mr. MacLeod commented that in the Southlake library, public access 36 computers would not be available due to lack of space. Ms. Cameron replied that public 37 access computers would be a necessity since it would be a public library. Mr. Peebles 38 commented that the internet and computers are considered research materials. Mr. Peebles 39 asked how many terminals were planned for on the schematic design of the library. Mr. 40 Polasek could not recall, but did comment that an appropriate computer budget had been 41 allotted for. Mr. MacLeod said that he did not feel that citizens would be coming in the 42 library to type long research papers. Mr. Peebles agreed with Mr. Mcleoud. Mr. Peebles 43 commented that he did feel the computers would be used to access public information. 44 45 Ms. Cienki asked about the senior citizen population. Mr. Polasek replied that they did have a 46 computer lab at the senior center. Mr. Polasek commented that until the library was big 47 enough to have a full-size media center, there probably would not be a lot of intense research 3 Library Board Regular Meeting n:\parks & recreation\boards\library\minutes\2000\04052000.doc * *OFFICIAL MINUTES kPPROVED BY THE LIBRARY BOARD MEMBERS 1 occurring on the computers. Mr. Polasek said that instead it would probably be more internet 2 quick hits. 3 4 Mr. Babcock presented the board with an example of the children's area chairs. The other 5 two chairs were not available because they were being displayed at the upcoming TLA 6 conference. Ms. Poe asked if the chair legs would match the wood of the table. Mr. Babcock 7 said that if the legs were wood, they would be the same stain as the chair. Mr. Babcock said 8 that if the chair legs were metal, they would be painted to match the stain of the wood. Ms. 9 Cameron said that it was decided that the metal on the legs would match the green, blue and 10 sienna of the chairs. Ms. Poe commented that the metal legs appeared safer than the wooden 11 legs. Mr. Peebles asked Mr. Babcock if the company had reported any problems with the 12 wooden verses the metal legs of the chairs. Mr. Babcock commented that the metal was 13 reported as being more durable and that there have been some problems with the wooden 14 legs. The Board agreed that metal legs would be best for the children's' area chairs. Mr. 15 Peebles asked if a motion was needed for the tables and chairs in the children's' area. Mr. 16 Polasek said this would be acceptable. 17 18 Mr. Peebles made a motion that in connection with the furniture in the new library, that the 19 circulation desk, endcaps, and study carrols be the Ambassador line. The furniture will 20 cohere to the pictures that were brought before the board with the exception that the tables be 21 all wood. No laminate, assuming that it will come within budget. If it does not come into 22 budget, the Board will reconsider at that time. The veneer be hardwood 925TG American 23 Cherry. The shelf color will be Cream 3103. The children's area will have Midland endcaps 24 with three pin oaks horizontally placed on the endcaps. Midland will also use a cut out so that 25 the empty part of the leaf is where the shelf color is seen. The chairs will be Midland and will 26 have one pin oak cutout. Three different colors of chairs will be used. Those colors will be 27 Sienna 53, Blueberry 62 and Leaf 65. The chairs will be Lourka Roundback with metal legs 28 and with color to match. 29 30 Motion: CD Peebles 31 Second: Mr. Mcloeud 32 Ayes: Ms. Cameron, Mr. Mcleoud, Mr. Peebles, Ms. Cienki, Ms. Poe, Ms. Baynard 33 Nayes:0 34 Approved: 6-0 35 36 The library board discussed various style options for table and lounge seating. Mr. Peebles 37 asked if the children's area was completed with furniture selection. Mr. Polasek replied that it 38 was other than a few minor items like bean bags and carpet squares, which would come out 39 of the operational budget. 40 41 It was entered into the record that Community, Model number 703, armless would be the 42 selection for the table seating. It was entered into the record that Harden, Model number 43 C6009, club chair with tight back similar to love seat with tight back would be the choice for 44 lounge seating. Color choices would be Designtex 2181-402-Vignale, 2038-504-Camden, 45 and 2038-402-Camden. 46 4 Library Board Regular Meeting n:\parks & recreation\boards\library\minutes\2000\04052000.doc * *OFFICIAL MINUTES APPROVED BY THE LIBRARY BOARD MEMBERS 1 Mr. Peebles made a motion that in connection with the tables and chairs, the library board 2 would use brand Community 703, armless, in effect to lounge seating the board will use 3 Harden Contract club chair with tight back, similar to the loveseat with tight back, model 4 number C6009. If the club chair is not available, more options will be considered at the next 5 meeting. Fabric on the lounge seating will be Designtex 2181-402, Vignale, 208-504, 6 Camden and 2038-402, Camden. If available, sample chairs will be furnished for Board 7 review. 8 9 Motion: C.D. Peebles 10 Second: Ms. Poe 11 Ayes: Mr. Peebles, Mr. Mcleoud, Ms. Cameron, Ms. Cienki, Ms. Poe, Ms. Baynard 12 Nayes:0 13 Approved: 6-0 14 15 A. Library Automation Sub-Committee member (s) (cont.) 16 Discussion was continued on the library automation sub-committee member(s). Ms. Cameron 17 asked if the Board wanted to table the selection of the sub-committee member(s) until the 18 next meeting. The Board decided to select the members. Ms. Cameron asked who wanted to 19 be on the sub-committee besides Mr. Peebles and Ms. Zielke. Mr. MacLeod said that he 20 would like to be on the committee. Mr. Peebles asked what other committees other than 21 policies would be needed. Mr. MacLeod asked if a collections committee was needed. Mr. 22 Polasek replied that he would not recommend a collections committee. Mr. Polasek stated the 23 main reason for this is that a lot of the core collection for a new library is somewhat pre- 24 determined. Mr. Polasek said that an example of committees that would be needed would 25 include policies, publicity, and Friends of the Library. Mr. MacLeod commented that the 26 library board was a reflection of the community and that the board had a firm understanding 27 of what the community would want in their library. Ms. Cameron commented that if the 28 Board became involved in micro managing that it would create problems. Ms. Cameron also 29 commented that collection development is a highly professionalized task that staff would be 30 most knowledgeable about. Mr. Peebles asked about the initial process of the collection. Mr. 31 Peebles asked why the board did not have input on the core collection initially. Mr. Polasek 32 stated that there would be one large purchase with some smaller ones. Mr. Polasek stated that 33 the core collection would be based on a junior-college type collection. Recommendations 34 from the consultants would be used in the selection process. After the core collection is 35 purchased, there will be an opportunity for the Board to give more detailed input into the 36 selection of specialized areas of the collection. 37 38 Ms. Cienki asked what the process would be in obtaining the books that are in storage at the 39 Grapevine library. Mr. Polasek replied that there is a list and as the move-in date gets closer, 40 a complete inventory will be done and the materials retrieved. 41 42 Ms. Baynard asked about art for the walls of the library. Mr. Polasek said that the staff is 43 currently undergoing the budget process and that probably an account will be set up for 44 purchase of interior plant material and wall art. Mr. Polasek stated that there are several 45 campaigns throughout the year that will provide posters suitable for framing that the library 46 will want to use as well. Ms. Baynard asked if an art collection was something that is being 5 Library Board Regular Meeting n:\parks & recreation\boards\library\minutes\2000\04052000.doc * *OFFICIAL MINUTES APPROVED BY THE LIBRARY BOARD MEMBERS 1 considered for the library. Mr. Polasek said there is nothing in the budget for that at this time. 2 Ms. Cameron commented that there is not space allotted for that at this time either. 3 4 Ms. Poe made a motion for the automation sub-committee that Scott MacLeod, C.D. Peebles, 5 and Marjorie Zielke serve on this sub-committee as Board representatives. 6 7 Motion: Wanda Poe 8 Second: Ms. Cienki 9 Ayes: Mr. MacLeod, Mr. Peebles, Ms. Poe, Ms. Baynard, Ms. Cienki, Ms. Cameron 10 Nayes:0 11 Approved: 6-0 12 13 Ms. Cameron commented that the board is due to reconvene on April 26,2000. Mr. Polasek 14 said that the next meeting of the Library Board should take place back in the Council 15 Chambers. 16 17 Ms. Poe asked if sub-committees would be set-up. Mr. Peebles said that this could be a 18 discussion item at the next meeting. Mr. Polasek agreed that this would be a discussion item 19 for the next meeting. Mr. Polasek reminded the Board to please be considerate of available 20 staff time and schedules in regards to the number of subcommittees and meetings. Mr. 21 Polasek said that some of the committees could also do dome work independently of staff. 22 Mr. Polasek encouraged the Board to call Mr. Mclauglin or himself with any ideas that the 23 Board might have. 24 25 Agenda Item No. 6; Adjournment. 26 Chair Maria Cameron adjourned the meeting at 8:50 p.m. 27 28 Motion: Ms. Baynard 29 Second: Ms. MacLeod 30 Ayes: Ms. Baynard, Mr. MacLeod, Mr. Peebles, Ms. Poe, Ms. Cienki, 31 Ms. Cameron 32 Nayes: 0 33 Approved: 0 34 35 36 ✓ 37 Maria bameron 38 Library Board Chair 39 40 41 Attest: 42 43 44 00, 45 46 tAPolas 47 Deputy Director of Community Services 6 Library Board Regular Meeting n:\parks & recreation\boards\library\minutes\2000\04052000.doc