2000-02-23
**OFFICIAL MINUTES
UNAPPROVED BY THE LIBRARY BOARD MEMBERS
1 CITY OF SOUTHLAKE
2 LIBRARY BOARD MEETING
3
4 February 23, 2000
5
6 MINUTES
7
8 Board Members Present: Chair Maria Cameron, Debbie Baynard, Marjorie Zielke, C.D.
9 Peebles, Karen Cienki, Scott MacLeod
10
11 Board Members Absent: Wanda Poe
12
13 Staff Members Present: Steve Polasek, Deputy Director of Community Services; Judy
14 Russeau, 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: 04 PM
20
21 Reports:
22
23 Agenda Item No. 2, Administrative Comments.
24
25 Mr. Polasek stated that tonight's agenda would be light, as will be next month's agenda.
26 However, this will changing as the number and complexity of the agenda items begins to
27 increase as the City prepares for the opening of the new library.
28
29 Mr. Peebles asked what role the Board will play in the selection of the automation system for
30 the library. Mr. Polasek said that he would like to form a sub-committee consisting of one or
31 two interested Library Board members, Mr. Polasek, Mr. McLaughlin, and Mr. John Knight,
32 Information Services Manager for the City of Southlake. The sub-committee would review
33 and research automation systems currently in place in other libraries and then make a formal
34 recommendation to the Board. Mr. Polasek said that he would be discussing this option with
35 Ms. Cameron and present it to the Board at a later date.
36
37 Consent Agenda:
38
39 Agenda Item No. 3.A., Approval of the minutes of the January 26, 2000
40
41 C.D. Peebles made a motion to approve the minutes of the January 26, 2000 meeting.
42
43 Motion: C. D. Peebles
44 Second: Ms. Zielke
45 Ayes: Ms. Cameron, Ms. Cienki, Ms. Zielke, Mr. Peebles
46 Nayes: 0
47 Abstained - Scott MacLeod
Library Board Regular Meeting Page 1 of 4
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**OFFICIAL MINUTES
UNAPPROVED BY THE LIBRARY BOARD MEMBERS
1 Approved: 4-1-0
2 Ms. Debbie Baynard was not present for the vote.
3
4 Regular Agenda:
5
6 Agenda Item No. 4, Public Forum. No issues were presented for Public Forum. Public
7 Forum was closed at 7:07 P.M. by Chair Maria Cameron.
8
9 Consider:
10
11 Agenda Item No. 5A., Appointment of a Board Sub-Committee for library furniture
12 selection.
13
14 Mr. Polasek reported that Library consultants F. Mason and Associates and Hidell and
15 Associates will be working with staff and the Board on the selection of the furnishings for the
16 new library. The selection and review process will primarily focus on furniture styles, colors
17 (fabric and wood grains), types and quantities. Once this information is determined, the
18 consultants will develop formal bid specifications and provide assistance in the bidding
19 process.
20
21 The recent creation of a three-member sub-committee to assist in the paint and carpet
22 selection was very successful. As a result, staff is recommending that the Library Board
23 appoint a sub-committee to work with staff and the consultants on the library furniture
24 selection.
25
26 Ms. Cienki asked what the time-line would be for this sub-committee. Mr. Polasek said that
27 the sub-committee would probably begin meeting in March once Mr. McLaughlin came on
28 board and would most likely be finished and ready to present the recommendations to the
29 Board in April. Ms. Cienki said that she would like to be on the sub-committee but would
30 only be available for day meetings during March. Mr. MacLeod said that he would be
31 interested in serving on the sub-committee and would be available for meetings during the
32 day. Mr. Peebles asked what the goal of the sub-committee would be. Mr. Polasek said the
33 goal would be to determine the style and color (fabric and wood grains) of the furniture and
34 make a recommendation to the Board.
35
36 Ms. Cienki asked if the process would include going off-site to view samples or would it
37 entail just viewing catalogs. Mr. Polasek said that most of the selection process would be
38 through catalogs and samples provided by the consultants. It may be possible to view items
39 at other library locations.
40
41 Ms. Zielke asked if the Board members met at a separate meeting on this issue would it
42 constitute an official meeting that would need to be posted and recorded. Ms. Polasek said
43 yes.
44
45 Ms. Cienki stated that the furniture purchase is a major purchase item for the library and
46 should be carefully reviewed by the Board Members.
47
Library Board Regular Meeting Page 2 of 4
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**OFFICIAL MINUTES
UNAPPROVED BY THE LIBRARY BOARD MEMBERS
1 Mr. Peebles made a motion that a sub-committee not be formed at this time for furniture
2 selection and that staff bring samples to the March Board meeting for review. If necessary a
3 sub-committee could be formed at that time and a subsequent meeting could be scheduled.
4
5 Motion: C.D. Peebles
6 Second: Ms. Baynard
7 Ayes: Ms. Baynard, Ms. Cienki, Ms. Cameron, Mr. MacLeod, Mr. Peebles, Ms.
8 Zielke
9 Nayes: 0
10 Approved: 6-0
11
12 Discussion:
13
14 Agenda Item No. 6A., Informational Item - Library paint and carpet selection.
15
16 Mr. Polasek presented to the Board the sample board of the library paint and carpet selection.
17
18 Agenda Item No. 6.B., Library Administrator welcoming reception
19
20 Mr. Polasek reported that Mr. Terry McLaughlin will begin work on or around March 15,
21 2000. Staff is recommending a small reception on March 22, 2000 at 6:00 PM prior to the
22 Library Board meeting. The reception would be held in the Council Chambers and food and
23 beverages would be provided. The reception would provide the Board, City Council, and
24 members of City Staff an opportunity to meet with Mr. McLaughlin.
25
26 Mr. Peebles suggested that Foundation Board members also be invited to the reception. Ms.
27 Baynard reported that at this time there are only two members on the Foundation Board. Ms.
28 Baynard asked the Library Board members for any recommendations of persons to serve on
29 this Board. If any members are added prior to the reception they will be invited to attend the
30 reception.
31
32 Mr. Peebles asked what the profile of Foundation Board Members is and how many positions
33 are on the Board. Ms. Baynard said that a number has not been determined at this time,
34 however seven (7) would be the minimum and fifteen (15) would be the maximum number.
35 Ms. Baynard said they are looking for residents that have contacts that would be an asset to
36 the Library.
37
38 Ms. Baynard also reported that the Art Auction was a success and that approximately
39 $37,000 of artwork was sold.
40
41 Agenda Item No. 7., Adjournment. The meeting was called for adjournment by Chair Maria
42 Cameron at 7:35 PM.
43
44 Motion: Ms. Baynard
45 Second: Mr. MacLeod
46 Ayes: Ms. Baynard, Ms. Cienki, Ms. Cameron, Mr. MacLeod, Mr. Peebles, Ms.
47 Zielke
Library Board Regular Meeting Page 3 of 4
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* *OFFICIAL MINUTES
APPROVED BY THE LIBRARY BOARD MEMBERS
1 Nayes: 0
2 Approved: 6-0
3
4
5
6
8
9 C air, Maria Cameron
10
11 Attest:
12
13
14
15
16 teve olasek
17 Deputy Director of Community Services
18
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