2001-05-23
1 CITY OF SOUTHLAKE
2 LIBRARY BOARD MEETING
3
4 May 23, 2001
5 MINUTES
6
7 Board Members Present: Maria Cameron, Chair; Marge Zielke, Vice Chair; Brent
8 Burford, Debbie Baynard, Karen Cienki, Scott MacLeod, and Peggy Firestone
9
10 Board Members Absent: None
11
12 Staff Members Present: Steve Polasek, Deputy Director of Community Services
13
14 Although every effort was made to hear all board members comments and include
15 relevant issues into the minutes, some comments were not clear due to the seating
16 arrangement and the location of the tape recording equipment.
17
18 Regular Session:
19
20 Agenda Item No. 1. Call to Order
21
22 Chair Maria Cameron called the meeting to order at 7:00 p.m.
23
24 Reports:
25
26 Agenda Item No. 2, Administrative Comments
27
28 Deputy Director Steve Polasek announced that Library Administrator Terry McLaughlin
29 was not present for the meeting due to an illness, but would return to work on Thursday.
30
31 CONSENT AGENDA
32
33 Agenda Item No. 3-A, Approval of the Library Board meeting minutes of April 11, 2001.
34
35 Agenda Item No. 3-13, Donation from Friends of Southlake Library (FOSL)
36
37 A motion was made to approve consent agenda Item 3-A, April 11, 2001 Library
38 Board meeting minutes, and to accept Item 3-B, donation from FOSL.
39 Motion: Cienki
40 Second: Firestone
41 Ayes: Baynard, Burford, Cameron, Cienki, Firestone, MacLeod and Zielke
42 Nays: None
43 Abstention: None
44 Vote: 7-0
45 Motion carried.
46
May 23, 2001 Library Board Regular Meeting Page 1 of 9
I ADDITIONAL INFORMATION ON CONSENT ITEMS
2
3 Agenda Item No. 3-A, Approval of the Library Board meeting minutes of April 11, 2001.
4 Approved as presented. Several board members questioned the spelling of the word
5 "verbiage" in the text of the minutes; however, it was determined the spelling was
6 correct.
7
8 Agenda Item No. 3-B, Approval of the donation from Friends of Southlake Library
9 FOSL . The Library Donation Policy stipulates that the Library Board must formally
10 accept all donations valued over $1,000. The Library Administrator reviewed the
11 donation received from the Friends of the Southlake Library and recommended
12 acceptance. FOSL committed to provide $2,020 for a table and chairs for one of the
13 library study rooms and $5,000 for the purchase of the library cards as discussed by the
14 Board at the April meeting. The total approximate value of the donation is $7,020.
15
16 REGULAR AGENDA
17
18 Agenda Item No. 4, Public Forum
19
20 Chairman Cameron opened the Public Forum and asked if anyone in the audience wished
21 to speak. Having no response to her request, Chairman Cameron closed the Public
22 Forum.
23
24 Chairman Cameron recognized guests from a local Girls Scout Troop who attended the
25 Library Board meeting to present a gift of $316 to the Library Board. The money was
26 raised by the Troop through recent cookie sales. Library Board members expressed their
27 gratitude and appreciation for the gift and applauded the Troop.
28
29 Agenda Item No. 5-A, Discussion: Librarian's Report
30
31 A written report was presented to the Library Board in their packets. Mr. McLaughlin can
32 address any questions when he returns to the office on Thursday.
33
34 Agenda Item No. 5-B, Discussion: Friends of Southlake Library Update
35
36 Ms. Baynard reported the following events since the Board's last meeting.
37
38 . An article was published in the national publication, The Friends of the
39 Library USA about Southlake and their book donations.
40
41 • Lauren Walden, a fifth grader at Durham Elementary School, has
42 completed her service project for FOSL. Recall Ms. Walden volunteered
43 for members of the "Quest" Program to solicit "Bucks for Books" from
44 each school homeroom to make a donation of books to the library. Ms.
45 Walden's efforts resulted in $1,100 in Friends of Southlake Library
46 memberships and book donations.
May 23, 2001 Library Board Regular Meeting Page 2 of 9
1
2 • The "Author's Luncheon" will be held October 24, 2001 at the Speedway
3 complex. Southlake will be the first to receive the author's new book,
4 "The Christmas Box" for resale six days prior to wide-scale publication.
5
6 Ms. Baynard said the "Author's Luncheon" event is a joint effort between
7 the Fort Worth Star-Telegram, the cities of Grapevine, Southlake and
8 Colleyville and should be a good fundraiser. The Star-Telegram will pay
9 for the authors' appearances, their transportation expenses and the books.
10 The cities are responsible for selling tickets to the luncheon, paying for the
1 I location and other miscellaneous expenses.
12
13 • FOSL now has approximately 300 voting members.
14
15 • Members were reminded to renew their annual memberships upon
16 expiration.
17
18 Agenda Item No. 5-C, Discussion: Southlake Library Foundation Update
19
20 Mr. MacLeod said there was nothing new to report from the Foundation at this meeting.
21
22 Mr. Polasek will email Mr. MacLeod an electronic copy of the Ten-Year Plan subsequent
23 to this meeting and a new board list will be provided to members at their next Library
24 Board meeting.
25
26 Agenda Item No. 5-D, Discussion: Update on Library Status
27
28 Mr. Polasek led the discussion by reviewing the memo included in the Library Board
29 members' packet. He expanded on several of the items noted in the memo the status of
30 the personal computers, the book orders, storage of the Grapevine books, and the lease
31 cost for a copier machine.
32
33 Mr. Polasek will meet with Ms. Baynard later in the week to discuss the feasibility of
34 FOSL paying the lease cost for a copier machine on a monthly donation basis since the
35 City is in a position to receive a substantially reduced rate than could be obtained by
36 FOSL. The City Attorney will review this option.
37
38 Other items mentioned in Mr. Polasek's update were the periodicals, patron cards,
39 furnishings, security systems bid and staffing. The Youth Services Librarian and two
40 part-time library clerks will start next Tuesday. The Technical Services Librarian has
41 been hired and will begin June 4, 2001. The remaining two part-time clerk positions will
42 be filled within the next two weeks, which will then complete all the staffing needs for
43 the Library.
44
45 During the discussion about the library furnishings, Ms. Cienki commented on the size of
46 the childrens chairs, stating she thought they would be smaller to accommodate 2-3 year
May 23, 2001 Library Board Regular Meeting Page 3 of 9
I old children. She also said that the oak leaf punch-out section on every one of the
2 childrens' chairs was sharp and should be checked to avoid cuts on small fingers.
3
4 The grand opening date for the library has still not been set due to operational issues that
5 are still be finalized; however, staff is anticipating an early summer opening date.
6
7 Mr. Polasek encouraged the Library Board members to visit the library and meet the
8 staff.
9
10 Agenda Item No. 6-A, Consideration: Proposed Library Budget for FY2001-02
11
12 Mr. Polasek presented this item, explained the budget process to the Board and reviewed
13 the memo and preliminary budget attachment found in the board members' packet. The
14 proposed budget was developed with the idea of carrying forward essentially the same
15 budget as last year, taking into account that it would fund a full year instead of a nine-
16 month period.
17
18 Personnel, operations and capital outlay issues were discussed.
19
20 Regarding "Personnel," the proposed budget would maintain the current staffing level (8
21 FTE employees) and operate 44 hours per week. Personnel include one library
22 administrator, two professional librarians, three full-time library clerks, and four part-
23 time library clerks. Actual cost have not been provided by the Finance Department yet,
24 but are estimated to be about $265,000 for a full year of operations.
25
26 Many citizens in the community have expressed an interest in doing volunteer work at the
27 library, which will be coordinated through Library Clerk Chere Bradford.
28
29 Most of the changes in the "Operations" section of the budget involved re-defining line
30 item categories for clarity. Major changes in the budget operation line items were a result
31 of providing a full year of library operations.
32
33 Library fees for service with the Grapevine Public Library were reduced to $60,000 from
34 $80,000 based on historical data. The question remains to be answered if the City Council
35 will continue the service with the City of Grapevine or if it will be cut from the budget
36 and that money turned back over to the Library for other items or back into the General
37 Fund to be distributed within the City as a whole. Presently, the $60,000 service fee will
38 remain in the proposed budget until further City Council direction is given.
39
40 The proposed budget establishes new line items for library book processing supplies
41 (book covers, tape, binding supplies), special projects (reading clubs, special events),
42 lease of a copier for use by library patrons, and computer equipment maintenance
43 (automation system maintenance agreement). Other operating line items such as postage,
44 office supplies, printing, uniforms, dues, tuition, and travel have been adjusted slightly to
45 account for twelve months of operations. Total estimated operations budget is $98,370.
46
May 23, 2001 Library Board Regular Meeting Page 4 of 9
I The "Capital Outlay" items include funding for the maintenance of the collection of
2 resource materials to include adult, young adult, and children's books, AN materials,
3 periodicals, and electronic data base access ($30,000).
4
5 Mr. Polasek said this year's budget is up approximately $54,000 from last year's budget
6 as he presented a comparison by line item of FY 2000-01 budget to FY 2001-02 budget
7 and explained each variation.
8
9 Mr. Polasek said the goal in submitting this budget to Council was to remain relatively
10 flat as directed by the administrative staff based upon the current economic level of the
11 City.
12
13 Mr. Polasek encouraged the Library Board, when considering this item on their agenda,
14 to offer their thoughts and opinions as to whether the City should continue the service
15 with the City of Grapevine.
16
17 General questions about the budget were answered by Mr. Polasek. Some of the
18 questions from Library Board members were about the TIF funds and the General Fund
19 budget; the Resource Materials budget amount and how it could be addressed if the City
20 Council should decide to discontinue their annual contract with the City of Grapevine for
21 library services; placement in the Office Supplies and Special Projects line items of
22 materials for children's programming; Southlake library meeting ALA and State
23 requirements; and the non-resident fee charged by Grapevine and the rumor that
24 Grapevine may raise their $25 non-resident fee.
25
26 Discussion:
27
28 The Board's main point of concern during the budget review centered on the Library
29 Services line item in the amount of $60,000.
30
31 Ms. Cameron said her suggested option regarding the Library Services budget line item
32 was for the City to voluntarily raise the non-resident service fee to $30 with a cost-
33 sharing between the cardholder and the City (cost split in half).
34
35 Other proposed options that could be presented to City Council during their budget
36 review were: Option A - Library Service budget amount of $60,000 remains in the
37 budget - status quo. Option B - Library Service budget amount is reduced to a certain
38 amount and the cardholder and the City each pay half. Option C - The Southlake resident
39 has the option to pay, on their own, the full fee, if they want to take advantage of the
40 Grapevine Library, and the $60,000 Library Services budget funds go back into the
41 Library budget. Option D - The $60,000 Library Service budget amount goes back into
42 the General Fund as a whole and is distributed as the City Council sees fit.
43
44 Mr. MacLeod related his concerns about leaving the $60,000 Library Services line item
45 in the budget as a Council option and said his recommendation would be to terminate the
46 arrangement with the City of Grapevine for library services and remove the line item
May 23, 2001 Library Board Regular Meeting Page 5 of 9
I from the budget. He added that as an alternative, the $60,000 should go toward collection
2 purchases, which he said would remove the alternative of recouping that money back into
3 the General Fund.
4
5 Mr. MacLeod acknowledged the impact that action would have on those citizens that use
6 the Grapevine Library, but said he felt it was in the Southlake Library's best interest.
7
8 Ms. Cienki concurred with Mr. MacLeod's recommendation, stating that if the Council
9 wanted to continue the arrangement with Grapevine, they could take the money out of the
10 general budget. She said, "We are not servicing the community by doing it - that's
11 money we could use elsewhere in our budget for really needed items." Ms. Cienki said
12 she had concerns about Southlake citizens using the Keller library four years ago when
13 the arrangement with Grapevine was discussed by Council.
14
15 Commenting on what would be best for the citizens of Southlake, Mr. Burford said
16 $60,000 could buy 12,000 books, versus $60,000 spent for the citizens to have access to
17 100,000 books.
18
19 Ms. Cameron said her thoughts were that she would be more than happy to spend $25 to
20 buy a library card for her family at Grapevine so that the City could keep the $25 in the
21 library budget. She said she thought library users generally feel the same way - the $25
22 purchase would be almost like giving money to the Friends - it's another way to fund the
23 Southlake library.
24
25 The board discussed their thoughts about establishing a small emergency fund for
26 families that the $25 fee would create a hardship for? Ms. Cienki related her experience
27 with handling the school supplies sales for the Southlake Women's Club and said the
28 criteria for assistance was that any child eligible for the Federal Food Lunch Program was
29 eligible for supply assistance. She noted over $3,000 in school supplies were given out
30 during the last year; that there is that need in this community.
31
32 Information from a 1999-2000 research report on area cities library user fee policies was
33 presented by Ms. Cienki. She noted that the cost of a library card went from "no charge"
34 to non-residents in the cities of Allen and Azle, to $25 per card in the city of Duncanville.
35 The city of Ennis charges for adults only.
36
37 Mr. MacLeod offered his views about the non-resident issue stating he favored removing
38 City sponsorship out of the mix and that the fee be established by Grapevine for any non-
39 Grapevine resident and passed on to Southlake citizens, if they choose to utilize
40 Grapevine's library.
41
42 After a lengthy discussion between board members, the board's intention was
43 summarized the Board agreed the $60,000 funds in the Library Services line item
44 should stay in the Library budget with the library staff making the determination as to
45 where the money would be allocated appropriately, with the bulk going toward Resource
May 23, 2001 Library Board Regular Meeting Page 6 of 9
I Materials and the Board did not recommend that the City continue paying Grapevine for
2 non-resident cards.
3
4 Mr. Burford asked Mr. Polasek for staff's recommendation. Mr. Polasek responded that
5 the Library Service line item could be an issue at the Council level. Staff will present the
6 budget to Council with the Library Service line item of $60,000 included, but will present
7 alternatives during the budget process and budget presentations, as well the Library
8 Board's recommendation.
9
10 Ms. Cienki voiced her concern that the Council could put a limitation on spending until
11 January.
12
13 Board members talked about the actual wording of their recommendation to the Council
14 and made several suggestions.
15
16 Mr. MacLeod's suggestion was for the Board to recommend to have a FY 2001-02
17 Resource Materials line item not less than $90,000, recognizing that should the Council
18 decide to fund the Grapevine Library service agreement, it would be possible to transfer
19 funds from the Resource Materials line item into funding the agreement. Several Library
20 Board members did not favor this suggestion.
21
22 Ms. Firestone suggested the Board's recommendation be laid out with their choices in
23 rank order.
24
25 A motion was made that the Board make a recommendation to the City Council that
26 the $60,000 line item for Library Services be deleted and that the $60,000 be
27 incorporated into other budget items for the Library.
28 Motion: Burford
29 Second: Firestone
30
31 Mr. MacLeod added he would like to have the motion include that the Board recommend
32 that the Library budget for next year be not less than $393,370, with the allocation
33 between line items to be determined by staff and that the Board recommend the
34 termination of the agreement with the City of Grapevine to fund non-resident library
35 cards for residents of the city of Southlake.
36
37 Mr. Burford amended his original motion to include Mr. MacLeod's comments with Ms.
38 Cienki making a "second," however; since the majority of board members were
39 uncomfortable with Mr. MacLeod's additional motion and said they preferred Mr.
40 Burford's original motion, the amended motion was not voted upon. The original motion
41 was considered.
42
43 It was noted Ms. Firestone retracted her "second" statement when Mr. MacLeod's
44 comments were added to Mr. Burford's motion and amended.
45
May 23, 2001 Library Board Regular Meeting Page 7 of 9
I Members discussed what the motion implied and gave their interpretations. They talked
2 about different ways to refine their motion to cover the two main issues: the board does
3 not favor the continued support of the fees for services for the Grapevine Library and the
4 board favors the remainder of this budget as presented.
5
6 Other issues were raised. Ms. Cameron suggested having a "comment card" jar at the
7 library for citizen input. Ms. Cienki asked about the Uniform line item and asked if it was
8 at the Department's discretion to provide uniforms versus the employee purchasing
9 them? Mr. Polasek answered that all city departments provide uniforms.
10
11 The Board continued their vote on the original motion.
12
13 Ayes: Baynard, Burford, Cameron, Cienki, Firestone, MacLeod, and Zielke
14 Nays: None
15 Approved: 7-0
16
17 Agenda Item No. 7, Other Items
18
19 In order to qualify for TIF grants, a technology committee should be appointed after the
20 new board appointments by City Council.
21
22 Ms. Cienki noted this was the first year there were no applications received for
23 appointment to the Library Board.
24
25 Ms. Cienki commented about concerns she received during Early Voting from citizens
26 about the Library not being open on Sunday. Staff will re-address this issue in the fall.
27
28 Ms. Cienki suggested that city staff and the Library Board members be the first to sign up
29 for library cards to enable library staff to work out any problems encountered with the
30 process before the cards are offered to the masses.
31
32 Library Board members would like to know when the mass order of books from Baker &
33 Taylor arrive so that they can volunteer to do shelving.
34
35 Ms. Cienki expressed her concerns about the budget and holding a "soft" opening versus
36 a Grand Opening.
37
38 Ms. Cienki asked if Library staff at the circulation desk could write down any comments
39 and/or complaints they may hear from citizens about the library itself, the services or
40 anything related to the library operation, and those notes be reviewed by the Board in
41 October.
42
43 Agenda Item No. 8, Adjournment
44
45 The meeting was adjourned at 9:00 p.m.
46
May 23, 2001 Library Board Regular Meeting Page 8 of 9
1
2
3
4 z
5 ~6 Marjorie Zielke
7 Library Board Vice Chair
8
10~
11 Terry Mc aughlin
12 Library Administrator
13
14
15
May 23, 2001 Library Board Regular Meeting Page 9 of 9