2001-08-22
1 CITY OF SOUTHLAKE
2 LIBRARY BOARD MEETING
3
4 August 22, 2001
5 MINUTES
6
7 Board Members Present: Chairman Maria Cameron, Marge Zielke, Debbie Baynard,
8 Peggy Firestone and Linda Study
9
10 Board Members Absent: Brent Burford, Vice-Chair, and Karen Cienki
11
12 Staff Members Present: Steve Polasek, Deputy Director of Community Services and
13 Laura Highlander, Library Administrator
14
15 REGULAR SESSION
16
17 Agenda Item No. 1. Call to Order
18
19 Chair Maria Cameron called the meeting to order at 7:00 p.m.
20
21 REPORTS
22
23 Agenda Item No. 2, Administrative Comments
24
25 Deputy Director Steve Polasek requested volunteers to give the monthly Library Board
26 Report presentations at the City Council meetings and passed around a sign-up sheet for
27 the following upcoming dates: September 4, October 2, November 6 and December 4.
28
29 REGULAR AGENDA
30
31 Agenda Item No. 5-A, Discussion: Librarian's Report
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33 Library Administrator Laura Highlander presented the Librarian's Report.
34
35 Resource Materials: Phase two of the Library's order from Baker & Taylor is
36 currently being developed and shipments are arriving weekly. The Library utilizes
37 an on-line system instead of the former practice of mailing the catalogs.
38
39 Furniture and Equipment: Libra Tech will return to complete the remaining
40 repairs needed on furniture items. Electricity has been connected to each of the
41 service desks (circulation, youth, and adult) and computers will be set up by
42 Technical Services personnel.
43
44 Automation System: The data was transferred to the replacement server this
45 afternoon by Technical Services personnel. According to Technical Services
46 Technician Andy Burt, the Horizon and Ipack servers (public access catalog) will
August 22, 2001 Library Board Regular Meeting Page I of 7
I be installed this week, which allows Ms. Highlander to begin setting up of the
2 Horizon system to accept the book and patrons next week. The books will be put
3 on the shelves September with the aide of volunteers.
4
5 Personnel: Youth Services Librarian Amy Priour attended a workshop sponsored
6 by NTRLS. The focus of the workshop was teaching patrons how to use the
7 Internet. Also, Amy and Elizabeth Beamon (Youth Services Assistant) used the
8 NTRLS facilities in Fort Worth to create materials for programs and the opening
9 of the Youth Services area. Next Friday, several library staff will attend a
10 workshop on basic reference skills sponsored by NTRLS. The library staff had
11 lunch with Billy Campbell, Shana Yelverton, Kevin Hugman, and Steve Polasek
12 on August 10.
13
14 Two library positions are currently being advertised - a part-time library clerk and
15 an adult services/reference librarian. Several applications have been received for
16 the part-time clerk position and the interview process will begin this week. The
17 adult services/reference librarian position has been posted on the Texas Library
18 Associations' website and five applications have been received at this time.
19
20 CONSENT AGENDA
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22 Agenda Item No. 3-A, Approval of the Library Board meeting minutes of July 25, 2001.
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24 A motion was made to approve the Library Board meeting minutes of July 25, 2001
25 as amended.
26 Motion: Firestone
27 Second: Study
28 Ayes: Baynard, Cameron, Firestone, Study and Zielke
29 Nays: None
30 Abstention: None
31 Vote: 5-0
32 Motion carried.
33
34 ADDITIONAL INFORMATION ON CONSENT ITEMS
35
36 Agenda Item No. 3-A, Approval of the Library Board meeting minutes of July 25, 2001.
37
38 Ms. Cameron commented on page 6, line 20, saying she did not believe that the text
39 accurately reflected the discussion and asked to have it revised because she recalled there
40 had already been discussion of giving library cards to city employees and that staff
41 brought up the point "about adding the school teachers." Page 6, line 20 of the minutes
42 will be revised to read, "Library cards to city employees and school teachers - The Board
43 previously discussed providing library cards to city employees. A suggestion was made
44 to also offer library cards to school teachers. Ms. Baynard commented that giving out..."
45
46
August 22, 2001 Library Board Regular Meeting Page 2 of 7
I REGULAR AGENDA
2
3 Agenda Item No. 4, Public Forum - this item was considered after the discussion and
4 consideration items.
5
6 Agenda Item No. 5-B, Discussion: Friends of Southlake Library Update
7
8 Ms. Baynard reported there was nothing at this time to report, however, she would
9 probably have more information about the Author's Luncheon at the next Library Board
10 meeting.
11
12 Agenda Item No. 5-C, Discussion: Southlake Library Foundation Update
13
14 Ms. Firestone, liaison to the Southlake Library Foundation, reported she met with Al
15 Morin. The Foundation has put any action on hold until after October when the issue
16 regarding Local Option Election is resolved, as he is very involved with that campaign at
17 this time.
18
19 Agenda Item No. 5-D, Discussion: Update on Library Status
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21 Ms. Highlander presented the update and reviewed information about the ribbon cutting
22 and library opening contained in a memo dated August 17, 2001, which is attached to
23 these minutes to provide details of the discussion.
24
25 The ribbon cutting and public opening date will be September 26 at 10:00 a.m.
26
27 Ms. Highlander explained the proposed modified Library opening schedule. Upon
28 opening in September, the Library will operate 30 hours per week. This schedule will be
29 followed until the Grand Opening Celebration tentatively set for November. The
30 modified schedule is needed to continue ordering, receiving and processing materials.
31 The modified hours the library will be open to the public is as follows:
32
33 Sunday Closed
34 Monday 3:00 p.m. - 8:00 p.m.
35 Tuesday 10:00 a.m. - 3:00 p.m.
36 Wednesday Closed
37 Thursday 10:00 a.m. - 8:00 p.m.
38 Friday 12:00 p.m. - 6:00 p.m.
39 Saturday 10:00 a.m. - 2:00 p.m.
40
41 The Grand Opening Celebration is tentatively being planned for the week prior to
42 Thanksgiving in November. "Watch Us Grow" is the theme planned for the celebration.
43
44 Ms. Baynard asked if FOSL would be needed to obtain prizes for the grand opening. Ms.
45 Highlander said a donor list was made by library staff and donors have been contacted.
46 Mr. Polasek said it would be good to have FOSL involved in the grand opening activities
August 22, 2001 Library Board Regular Meeting Page 3 of 7
1 and that once the ribbon cutting was over, staff would like to meet with Ms. Baynard and
2 FOSL representatives to discuss their role in the activities. The grand opening
3 celebration would be a good opportunity to expose FOSL to more Southlake citizens.
4
5 Ms. Highlander noted that a reception could be held the day before the Grand Opening
6 for the Mayor, City Council, Library Board members, Friends of Southlake Library,
7 Library Foundation members, people who have made substantial donations to the library
8 and vendors. Mr. Polasek said the reception could be hosted by the Library Board. It was
9 suggested that the Southlake Chamber of Commerce could be involved in the event.
10 Details and plans will be worked out and discussed with the Library in the near future.
11
12 Mr. Polasek asked members to mark their calendars for September 26 for the ribbon
13 cutting and opening of the library. He commented that he would like the Board to attend
14 to receive credit for all the hard work that members have been doing for the past two
15 years. Ms. Cameron said it will be a great opportunity to thank all the citizens for their
16 help and support it has been a community effort and the library belongs to the citizens!
17
18 Agenda Item No. 6-A, Consider: Appointment of Library Technology Sub-Committee
19 Members
20
21 Members asked that the "Sub" be deleted from the committee name.
22
23 A motion was made to appoint Marge Zielke, Brent Burford and Laura Highland
24 head up the Library Technology Committee.
25 Motion: Firestone
26 Second: Cameron
27 Ayes: Baynard, Cameron, Firestone, Study and Zielke
28 Nays: None
29 Abstention: None
30 Vote: 5-0
31 Motion carried.
32
33 Agenda Item No. 6-13, Consider: Library Meeting Room Use Policy
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35 Ms. Cameron stated, and staff concurred, that the Meeting Room Use Policy be returned
36 to the committee.
37
38 A motion was made to table consideration of the Library Meeting Room Use Policy.
39 Motion: Firestone
40 Second: Baynard
41 Ayes: Baynard, Cameron, Firestone, Study and Zielke
42 Nays: None
43 Abstention: None
44 Vote: 5-0
45 Motion carried.
46
August 22, 2001 Library Board Regular Meeting Page 4 of 7
1 Agenda Item No. 6-C, Consider: Library Study Room Use Policy
2
3 Ms. Study asked if the Policy addressed time limitations? It does not, but should there be
4 a problem once the rooms are in use, the issue would be considered by the Board.
5
6 A motion was made to accept the Library Study Room Use Policy.
7 Motion: Study
8 Second: Cameron
9 Ayes: Baynard, Cameron, Firestone, Study and Zielke
10 Nays: None
11 Abstention: None
12 Vote: 5-0
13 Motion carried.
14
15 Agenda Item No. 6-D, Consider: Library Exhibits and Display Cases Policy
16
17 A motion was made to accept the Library Exhibits and Display Cases Policy as
18 presented.
19 Motion: Firestone
20 Second: Study
21 Ayes: Baynard, Cameron, Firestone, Study and Zielke
22 Nays: None
23 Abstention: None
24 Vote: 5-0
25 Motion carried.
26
27 Agenda Item No. 6-E, Consider: Library Handouts and Bulletin Boards Policy
28
29 Ms. Study asked about the information in the policies being available to citizens. Ms.
30 Cameron said the policies would be in a notebook accessible to all patrons at the front
31 desk.
32
33 A bulletin board is located in the children area and there are two display cases. In the
34 future, there may be an information kisok where community awareness information could
35 be placed.
36
37 A motion was made to accept the Library Handouts and Bulletin Boards Policy.
38 Motion: Firestone
39 Second: Study
40 Ayes: Baynard, Cameron, Firestone, Study and Zielke
41 Nays: None
42 Abstention: None
43 Vote: 5-0
44 Motion carried.
45
46
August 22, 2001 Library Board Regular Meeting Page 5 of 7
I Agenda Item No. 6-F, Consider: Library Programs Policy
2
3 Ms. Baynard asked, "If FOSL is co-sponsoring a special event with the Library, can fees
4 be charged?" Mr. Polasek clarified that no fees can be charged, but donations may be
5 accepted. The city and the library cannot be involved in an event if FOSL wants to
6 charge for that event, since city events are open to the public.
7
8 A motion was made to accept the Library Programs Policy
9 Motion: Firestone
10 Second: Zielke
11 Ayes: Baynard, Cameron, Firestone, Study and Zielke
12 Nays: None
13 Abstention: None
14 Vote: 5-0
15 Motion carried.
16
17 Agenda Item No. 4, Public Forum
18
19 Chairman Cameron opened the Public Forum.
20
21 Ms. Pam Chin, 405 Jackson Square, Southlake, asked the Board what the rationale was
22 for pushing ahead with a September opening date? Ms. Cameron explained that the
23 Library needed to be open before the next fiscal year to be able to join the North Texas
24 Regional Library System (NTRLS), which is one of the ten systems in the state
25 responsible for allocation of federal and state library funds. And that although the amount
26 seems insignificant, it is still helpful.
27
28 The "Watch Us Grow" theme that the Library will promote in the community will help
29 convey to citizens that the Library is not a fully-equipped library at this time - the library
30 inventory will be added to as funds permit - and the Library will continue to grow into a
31 fully-functional community library.
32
33 Public Forum was closed.
34
35 Agenda Item No. 7, Other Items
36
37 Ms. Highlander commented that the City of Lewisville City Council recently took a tour
38 of the library.
39
40 Each Library Board member was presented with an application for a library card.
41
42 Ms. Highlander explained the procedure that will be followed for citizens. Library cards
43 are expected to be delivered by the second week in September. The first 100 will be
44 reserved for Library Board members, FOSL, Mayor and Councilmembers.
45
46
August 22, 2001 Library Board Regular Meeting Page 6 of 7
1 Agenda Item No. 8, Adjournment
2
3 A motion was made to adjourn the meeting at 7:59 p.m.
4 Motion: Zielke
5 Second: Study
6 Ayes: Baynard, Cameron, Firestone, Study and Zielke
7 Nays: None
8 Abstention: None
9 Vote: 5-0
10
I I Motion carried.
12
13
14
15 Maria Cameron
16 Library Board Chair
17
18
19 1
20 4aura Hig land
21 Library Administrator
22
23
24 Attachments: August 17, 2001 Update on Library Status memo
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26
August 22, 2001 Library Board Regular Meeting Page 7 of 7