2001-07-25
I CITY OF SOUTHLAKE
2 LIBRARY BOARD MEETING
3
4 July 25, 2001
5 MINUTES
6
7 Board Members Present: Maria Cameron, Chair; Marge Zielke, Vice Chair; Brent
8 Burford, Debbie Baynard, Karen Cienki, Peggy Firestone and Linda Study
9
10 Board Members Absent: None
11
12 Staff Members Present: Steve Polasek, Deputy Director of Community Services; Laura
13 Highlander, Interim Library Administrator and Technical Services Librarian
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 introduced newly appointed Library Board member Linda
26 Study and welcomed her to the meeting.
27
28 The City Council will hold budget workshops on August 14 and August 28, 2001.
29 Library Board members are invited to attend and the exact time and location of those
30 meetings will be emailed to the Board.
31
32 CONSENT AGENDA
33
34 Agenda Item No. 3-A, Approval of the Library Board meeting minutes of June 27, 2001.
35
36 A motion was made to approve the Library Board meeting minutes of June 27, 2001
37 as corrected.
38 Motion: Firestone
39 Second: Cienki
40 Ayes: Baynard, Burford, Cienki, Firestone, and Zielke
41 Nays: None
42 Abstention: Cameron, Study (was not present at the June 27, 2001 meeting)
43 Vote: 5-0-2
44 Motion carried.
45
July 25, 2001 Library Board Regular Meeting Page I of 7
I ADDITIONAL INFORMATION ON CONSENT ITEMS
2
3 Agenda Item No. 3-A, Approval of the Library Board meeting minutes of June 27, 2001.
4
5 The spelling for Ms. Highlander's last name on page 5, line 2 was corrected.
6
7 REGULAR AGENDA
8
9 Agenda Item No. 4, Public Forum
10
11 Chairman Cameron opened the Public Forum and asked if anyone in the audience wished
12 to speak. Hearing no response, Chairman Cameron closed the Public Forum.
13
14 Agenda Item No. 5-A, Discussion: Librarian's Report
15
16 Laura Highlander, Interim Library Administrator, presented the Librarian's Report.
17
18 Resource Materials: Of the $788,108 budgeted for resource materials, $359,017
19 worth of materials have been ordered to date from Baker & Taylor. The actual
20 number of books and audio-visual items is 20,379. Shipments are to arrive on a
21 weekly basis via UPS until the complete order is filled.
22
23 Ms. Highlander announced the arrival of the first shipment of library books
24 (young adult books) and invited members to attend a photo shoot with the Fort
25 Worth Star-Telegram newspaper on June 28, at 10:00 a.m.
26
27 Furniture and Equipment: Libra Tech was in last week, repairing the noted
28 scuffs, scratches, etc. on the furniture. All of the tables, desks, and wood chairs
29 have been repaired. The computer workstation on the third floor will have to be
30 replaced.
31
32 Automation System: Three replacement servers from Epixtech arrived Monday,
33 July 16, 2001. Currently, Technical Services personnel are installing them. The
34 transfer of data is scheduled to occur the week of July 23, 2001. After data has
35 been transferred and the software components installed, specific configurations
36 for the Southlake Public Library (templates and administrative files) will be
37 entered. Then the books will be entered into the Horizon system.
38
39 Agenda Item No. 5-13, Discussion: Friends of Southlake Library Update
40
41 Ms. Baynard reported about the "Author's Book Luncheon," on October 24, 2001, 12:00
42 - 1:00 p.m., at the Texas Motor Speedway.
43
44 Ms. Baynard met with Janis Roberson at the Grapevine Library along with a
45 representative from the Friends of the Colleyville Library to work on obtaining a
46 $15,000 sponsorship grant from Verizon to help underwrite the Author's
July 25, 2001 Library Board Regular Meeting Page 2 of 7
1 Luncheon on October 24, 2001. Tickets cost $40 per person for the luncheon with
2 sponsorships available at a higher cost. Tickets are also available to attend the
3 reception at a cost of $35 per person, which will be held 11:00 a.m. - 12:00 p.m.,
4 to meet the two authors prior to the luncheon. Credit cards will be accepted. The
5 authors are: Tony Hillerman and Richard Paul Evans (The Christmas Box). Mr.
6 Evan's new book will be the feature book for the luncheon - it will have its
7 inaugural release, six days prior to worldwide distribution, at the October 24
8 Author's Luncheon.
9
10 Peter Straub, co-author with Stephen King in a sequel to King's book
11 "Talisman," is a new author that will participate in the luncheon. Ms. Baynard
12 said there is a slim possibility that Stephen King may show up at the luncheon.
13
14 Other local authors participating in the luncheon are: Max Leal (a Texas
15 historian), Dan Jenkins (golf writer), and Amanda Dunbar (child prodigy in art)
16 with a coffee table book. Ms. Dunbar has appeared on Oprah Winfrey Show.
17
18 Ms. Baynard asked if a proclamation could be produced proclaiming October 24
19 "Book Day in Southlake" and if some type of gifts could be given to the authors?
20 The city of Colleyville is doing a proclamation and giving a "key to the city" by
21 the president of the Friends to the authors. Mr. Polasek said he will contact the
22 city's Public Information Officer James Kunke about the gifts and the
23 proclamation.
24
25 Sponsors are needed for this event, as well as volunteers to decorate and serve as
26 hostesses. Please contact Debbie Baynard for more information or to volunteer.
27
28 Mr. Polasek offered to have City park maintenance workers pick up and deliver
29 the 1,000 books from the Fort Worth Star-Telegram which will be used for table
30 centerpiece decorations. Ms. Baynard will contact Mr. Polasek to arrange for the
31 pick up and delivery.
32
33 Invitations will be mailed shortly after August 25 to FOSL members, board
34 members, city councils, Women's Club, GSWS, Newcomers, etc. Contact Ms.
35 Baynard if you have additional names for the list.
36
37 Mr. Polasek asked if the Friends of the Library (FOSL) were interested in participating in
38 the fall Harvest Fest with a book sale? Ms. Baynard said she would contact the new
39 FOSL fundraising person and respond back to Mr. Polasek so that Steve Moore could be
40 notified as soon as possible.
41
42 Ms. Baynard asked about the Library's Grand Opening celebration and said that FOSL
43 would like to participate and asked Mr. Polasek for suggestions. Details of the celebration
44 are being developed and information will be given to the members as soon as possible.
45
46
July 25, 2001 Library Board Regular Meeting Page 3 of 7
I Agenda Item No. 5-C, Discussion: Southlake Library Foundation Update
2
3 Ms. Firestone, liaison to the Southlake Library Foundation, reported she talked with Al
4 Morin recently. A meeting is being arranged with Mr. Morin, who said that the
5 Foundation had not held any meetings recently because there was no action being taken.
6 He said the Foundation would like to continue and will arrange a meeting in the near
7 future, probably in the fall.
8
9 Ms. Baynard asked Ms. Firestone to provide her with a current list of Library Foundation
10 members to send invitations out for the Author's Luncheon.
11
12 Agenda Item No. 5-D, Update on Library Status
13
14 Ms. Highlander reported that library staff had recently conducted a tour of the library for
15 a group of special needs students from the Carroll ISD summer program. The tour
16 concluded with Elizabeth Beamon giving her first storytelling performance to the group.
17
18 Library staff has been very busy making preparations for the library's opening day. In
19 addition, staff has been working on development of the children's story time programs,
20 finalizing the security systems, removing labels from the Grapevine books to process into
21 the Southlake Library system, creating lists of additional supplementals, researching new
22 sources, and working on the volunteer brochure. Ms. Highlander said they are currently
23 accepting applications for library volunteers.
24
25 Ms. Cienki suggested displaying the volunteer flyers at the Town Hall Information Desk
26 for added exposure.
27
28 Agenda Item No. 6-A, Consider: Amendments to Library Code of Conduct Policy
29
30 Ms. Highlander presented the amendments to the Library Code of Conduct Policy.
31 Library staff has reviewed the previously approved Policy and was seeking a Library
32 Board recommendation to the City Council on the following amendments:
33
34 Amendment No. 1: Shirts and shoes, sandals, or other appropriate footwear must
35 be worn in the building for health and safety reasons.
36
37 Amendment No. 2: The use of cell phones is not permitted in the library.
38
39 Ms. Cienki commented on Amendment No. 2, and suggested the wording be changed to
40 read, "The use of electronic equipment or devices (i.e., cell phones, pagers, electronic
41 games, etc.) are not permitted in the library."
42
43 Ms. Cameron suggested removing the wording in Amendment No. 1 referring to "for
44 health and safety reasons."
45
46 Mr. Polasek restated the revised amendments as:
July 25, 2001 Library Board Regular Meeting Page 4 of 7
1
2 Amendment No. 1, Shirts and appropriate footwear must be worn in the
3 library."
4 Amendment No.2, The use of electronic devices (i.e., cell phones, pagers,
5 electronic games, etc.) are not permitted in the library.
6
7 A motion was made to approve the Code of Conduct Policy as amended.
8 Motion: Zielke
9 Second: Firestone
10 Ayes: Baynard, Burford, Cameron, Cienki, Firestone, Study and Zielke
11 Nays: None
12 Abstention: None
13 Vote: 7-0
14 Motion carried.
15
16 Agenda Item No. 6-B, Consider: Appoint Library Board member as representative to
17 NTRLS Council
18
19 Chairman Cameron led the consideration of this item by nominating Karen Cienki as the
20 new NTRLS Council representative.
21
22 Ms. Cienki congratulated Ms. Cameron on her recent appointment to the NTRLS
23 Executive Board, jokingly saying "that was pretty good for a rookie to be elevated to an
24 executive board!"
25
26 A motion was made to appoint Karen Cienki as the Southlake Library Board
27 member representative to the North Texas Regional Library System (NTRLS)
28 Council.
29 Motion: Zielke
30 Second: Firestone
31 Ayes: Baynard, Burford, Cameron, Cienki, Firestone, Study and Zielke
32 Nays: None
33 Abstention: None
34 Vote: 7-0
35 Motion carried.
36
37 Agenda Item No. 7, Other Items
38
39 Notebooks - Mr. Polasek agreed to bring additional notebooks for the Library Board at
40 the next meeting.
41
42 TIF LD7 Grants - Ms. Cameron mentioned the grants are supposed to be submitted by
43 August 1 St. To be eligible for TIF grants, the library must have a Technology Committee,
44 which has been put on hold for a while. Ms. Cameron asked Ms. Highlander about the
45 procedures for the TIF grants, and how the due dates for applications related to when the
46 Technology Committee should be formulated.
July 25, 2001 Library Board Regular Meeting Page 5 of 7
1
2 Ms. Highlander explained that her prior experience with TIF grants was through
3 the public school systems. First a letter of intent is sent by a due date stating the
4 Library's intention to submit an application. Having Technology Committee in
5 place was not a prerequisite for submitting an application, but was part of the
6 plan. Ms. Highlander recommended having the Technology Committee
7 established prior to the application process so that the Committee can provide
8 direction during the application process.
9
10 Mr. Polasek said the establishment of the Technology Committee would be on the
11 August agenda for the Library Board to consider.
12
13 Public Information on City-appointed board members - The information on the City's
14 website is public information and may be given out to citizens or citizens may be referred
15 directly to the Office of the City Secretary for contact information, however, written
16 inquiries made directly to members of the Library Board should be sent to either the
17 Deputy of Community Services or the Library Administrator, which will then be
18 forwarded to the members.
19
20 Library cards to city employees and school teachers - The Board previously discussed
21 providing library cards to city employees. A suggestion was made to also offer library
22 cards to school teachers. Ms. Baynard commented that giving out cards to all the teachers
23 might deplete the book inventory available to local residents. Ms. Cienki mentioned that
24 there were a number of non-resident schoolteachers whose children also go to school in
25 Southlake. There are several issues that still need to be addressed to find a solution.
26
27 Opening of the Library to meet NTRLS guidelines - Mr. Polasek said the library would
28 be open on or prior to August 31, 2001 in order to meet the requirements for this fiscal
29 year to get the certification from NTRLS for next year.
30
31 Status of application forms for library cards and library cards - Applications forms are
32 done and have been emailed to Mr. Polasek. The cards have been ordered and should be
33 received soon.
34
35 Status of Computer Use for Juveniles and Internet access forms - Those forms, along
36 with a list of forms to be reproduced for distribution, are being compiled and will be
37 copied.
38
39 Mr. Polasek reported that City Council approved the Collection Development Policy,
40 Information Policy and Computer Policy at a recent meeting.
41
42 Ms. Cienki said she and Ms. Cameron worked Monday and Tuesday and have finished all
43 the other policies; they have been forwarded to Mr. Polasek.
44
45
July 25, 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 7:52 p.m.
4 Motion: Burford
5 Second: Zielke
6 Ayes: Baynard, Burford, Cameron, Cienki, Firestone, Study and Zielke
7 Nays: None
8 Abstention: None
9 Vote: 7-0
10
11 Motion carried.
12
13
14
15 Maria Cameron
16 Library Board Chair
17
18
19 r
20 Laura ighlan er
21 Library Administrator
22
23
24 N:\Library Services\Minutes\2001\072501.doc
July 25, 2001 Library Board Regular Meeting Page 7 of 7