2001-04-11
1 CITY OF SOUTHLAKE
2 LIBRARY BOARD MEETING
3
4 April 11, 2001
5
6 MINUTES
7
8 Board Members Present: Maria Cameron, Chair; Brent Burford, Debbie Baynard, Karen
9 Cienki, Scott MacLeod, and Peggy Firestone
10
11 Board Members Absent: Marge Zielke, Vice Chair
12
13 Staff Members Present: Steve Polasek, Deputy Director of Community Services, and
14 Administrative Secretary Linda Carpenter
15
16 Visitor Present: Steve Jacobs, FW Star Telegram Northeast; Era Lee Caldwell, Greater
17 Southlake Women's Society; and James Kunke, City of Southlake Public Information
18 Officer, Pete Baynard, GMAC-RFC.
19
20 Regular Session:
21
22 Agenda Item No. 1. Call to Order
23
24 The meeting was called to order by Chair Maria Cameron at 7:05 p.m.
25
26 Reports:
27
28 Agenda Item No. 2. Administrative Comments
29
30 Deputy Director of Community Services Steve Polasek briefed the Board about the
31 progress being made in the library. Most of the furniture has been delivered and
32 installation will continue the rest of the week. Shelving is erected. The Youth Services,
33 Circulation, Reference desks, and other tables and chairs are being assembled. Staff is
34 working with Epixtech Systems to set the parameters for the computer system and should
35 know soon when actual personal computers and other computer equipment will be in
36 place. Library staff is currently compiling a list of books to place an order for the
37 collection. Interviews are scheduled next week for technical and youth services librarian
38 positions. Mr. Polasek commended the library staff for their hard work.
39
40 A library process timeline presentation will be on the May meeting agenda to bring
41 everyone up-to-date and include information about the projected opening date, publicity
42 information, sign-ups for library patrons, and grand opening information.
43
44 Ms. Cienki commented on the difficulty library staff is experiencing having only one
45 computer to work on and asked if there was a tentative date for delivery of the
46 computers? Mr. Polasek answered he was still waiting for the delivery information and
Library Board Regular Meeting Page I of 8
I that they had tried, through the City's technical services department, to provide another
2 computer, but was informed that every computer was being utilized. He said pressure is
3 being put on Epixtech Systems to get the computers in as quickly as possible.
4
5 Ms. Cienki mentioned the deadline date for submittal into Southlake In Review is May
6 15, 2001 and that if grand opening information is not included in that edition, they will
7 miss out on that free publicity. Mr. Polasek said there would be a lot of library
8 information available by then and they will strive to have a firm date to advertise. The
9 Public Information Officer will also work on other publicity opportunities as well.
10
11
12 CONSENT AGENDA
13
14 Agenda Item No. 3-A. Approval of the February 28, 2001 meeting minutes
15
16 Agenda Item No. 3-B. Acceptance of donation from Southlake Women's Club
17
18 Agenda Item No. 6-A. Approval of Collection Development Policy
19
20 Agenda Item No. 6-B. Approval of Computer Use Policy
21
22 Agenda Item No. 6-C. Approval of Information Services Policy
23
24 Chairman Cameron asked if there were any changes to the minutes and noted that
25 "Angelique" was misspelled on Page 3A-5, line 25 and Page 3A-3, line 5 should have the
26 word "Greater" in front of "Southlake Women's Society."
27
28 A motion was made to accept the corrections to the minutes, consent agenda Item 3-A,
29 February 28, 2001 Library Board meeting minutes, and to approve Items 3-13, 6-A, 6-13,
30 and 6-C.
31 Motion: Firestone
32 Second: Burford
33 Ayes: Baynard, Burford, Cameron, Firestone, and MacLeod.
34 Nays: None
35 Abstained: Cienki (Abstained on Item 3-A, approval of February 28, 2001 minutes
36 due to absence at that meeting, but agreed to Items 6-A, 6-B, and 6-C)
37 Approved: 5-0-1
38
39 Motion carried.
40
41 REGULAR AGENDA
42
43 Agenda Item No. 4, Public Forum
44
45 Ms. Cameron asked if anyone in the audience wished to speak at Public Forum. There
46 being no response to Ms. Cameron's request, the Public Forum was closed.
Library Board Regular Meeting Page 2 of 8
1
2 Ms. Cameron extended gratitude to the library donors present at the meeting. She
3 expressed appreciation for their attendance noting it was taking time away from their
4 families to be there. She introduced each donor, announced their contribution to the
5 library and presented them with a Letter of Appreciation on behalf of the Library Board
6 and the City of Southlake. Those donors were: Steve Jacobs, representative from the Fort
7 Worth Star-Telegram; Era Lee Caldwell, Greater Southlake Women's Society (GSWS);
8 James Kunke, PIO, City of Southlake; Pete Baynard, representative of GMAC-RFC; and
9 Debbie Baynard, on behalf of the Baynard family. Ms. Cameron conveyed the Board's
10 sincere appreciation for their gifts and said, "Your gifts have enabled us to provide access
11 to materials and services that would not have been available to our users through our
12 current budget, but more importantly, through your generosity of time, money and spirit,
13 you have made a strong statement of public support to this library. You have said to the
14 community and its leaders that the library is an important factor of the community life in
15 Southlake and that the members of this community will support the library with time,
16 money and energy."
17
18 Each donor came forward to accept their Letter of Appreciation and made a few
19 comments to the group.
20
21 Ms. Caldwell said, "On behalf of GSWS, we salute you for all the hard work and
22 dedication to make this library a reality and are proud to be a part of it in our
23 small way."
24
25 Mr. Jacobs said, "We are very happy to do this and there will probably be a
26 couple of other things we will be doing that will help the library this year because
27 reading is very important, and obviously, we are all about reading..."
28
29 Mr. Baynard said, "Thank you. We are very pleased and proud to be able to
30 support and participate in the library in the City of Southlake."
31
32 Mr. Kunke said, "We had a competitive book drive among all of the City's
33 facilities that lasted three weeks and brought in more than 5,000 books and
34 magazines... and was the most successful campaign that we've ever had. The
35 competition was won by the DPS facility and on May 4th, the executive staff of
36 the City will be cooking lunch for the employees of that building."
37
38 Committee members thanked the donors again for their donations as they left the meeting
39 at this time.
40
41 Agenda Item No. 5-A, Discussion: Librarian's Report
42
43 A written report was presented to Library Board members in their packets.Mr.
44 McLaughlin will be back next week and can address any questions at that time.
45
Library Board Regular Meeting Page 3 of 8
1 Agenda Item No. 5-13, Discussion: Friends of the Southlake Library (FOSL)Update
2
3 Ms. Baynard reported on events since the Board's last meeting.
4
5 • Kelly Miller Circus held March 29-30, 2001 $6,000 was made, including
6 sponsors' contributions.
7 • FOSL Book Sale is planned for May 27-29 to coincide with the "Art in the
8 Square" event - volunteers are needed to separate the books and for set up on
9 May 26.
10 • FOSL has agreed to purchase the library cards for the City at their last meeting.
11 • FOSL has agreed to purchase the furniture for one of the study rooms in the
12 Library.
13 • An "Author's Lunch" will be held October 24, 2001. The cities of Grapevine,
14 Collyeville, and Southlake have been asked to participate and the cities will be the
15 first communities to get the author's new book, "The Christmas Box" for resale
16 exclusively at the luncheon. A location is being sought for the event to
17 accommodate several hundred citizens. There are several committees working on
18 the plans and details for the event. The next planning meeting will be April 19 -
19 anyone interested may attend or contact Debbie Baynard.
20 • A fifth grader at Durham Elementary School was interested in doing a service
21 project for FOSL. She is involved in the "Quest" Program and will solicit "Bucks
22 for Books" from each homeroom and the homeroom will choose the book(s) they
23 will donate to the Library with a bookplate stating which class made the donation.
24 She will also be soliciting for FOSL members throughout Cross Timbers
25 subdivision by going door-to-door. Last week she obtained a Lifetime
26 Membership ($150) and several Family Memberships. Her goal is to raise $5,000
27 for FOSL.
28 • The "Quest" teacher at Carroll Intermediate School found out about the program
29 at Durham Elementary School and now wants to do a service project for FOSL at
30 Carroll Intermediate. Angelique York, columnist for the Southlake Journal, will
31 meet with her and will deliver over 300 membership applications to the school for
32 each child to go out into the community to solicit three memberships each.
33
34 Ms. Cienki commented on the positive publicity and support this type of
35 programs brings to the library.
36
37 Agenda Item No. 5-C, Discussion: Southlake Library Foundation Update
38
39 Mr. MacLeod asked to have an electronic copy of the Ten-Year Plan from the Retreat
40 emailed to him to forward to Al Morin. Mr. Polasek responded he would send it.
41
42 Mr. MacLeod said that Mr. Morin expressed interest in meeting with several members
43 from FOSL, the Foundation and himself to draw boundaries and get some clearly defined
44 roles and missions. Ms. Baynard will get with Mr. MacLeod to arrange the meeting at a
45 convenient time.
46
Library Board Regular Meeting Page 4 of 8
I Mr. MacLeod reported Ann Creighton is working on the 501(c)3 designation and it
2 should be completed very soon. The Foundation's By-laws and constitution are complete.
3
4 Mr. MacLeod conveyed that the Foundation wishes to do something meaningful for the
5 library and is open for ideas.
6
7 The Board asked if the "wish list," which was requested earlier, of possible items for the
8 Library, had been produced and sent to the Foundation? The list should be prioritized
9 with price estimates. Mr. Polasek will check with Terry McLaughlin on the status and
10 Mr. MacLeod will inform Mr. Polasek of the meeting date so the list can be forwarded to
11 the Foundation.
12
13 Agenda Item No. 6-D, Approval of library card design
14
15 Mr. Polasek presented this item and said a sample of the library card design was included
16 in the Board's packet for their comments and approval of the design. He said they looked
17 at many different city library card designs and looked to see what was effective.
18
19 He commented when the actual print comes back for preview, there may be some
20 variations in the colors - the greens and the golds. The card will not be a Kelly Green or a
21 bright yellow like the sample, it will be toned down.
22
23 The Board talked briefly about the color of the card. Ms. Cameron said they had
24 suggested a cream lettering on a subdued green. FOSL agreed to the card color without
25 yellow.
26
27 Mr. Polasek shared that the card would be the size of a credit card and would have
28 rounded corners, the back would be white with the dark green lettering. They are looking
29 at doing a combination of the cards and keychains.
30
31 Mr. Polasek said staff was seeking approval from the Board on the design (switching to
32 cream with green) of the library card and a straw-poll on whether or not the Board was
33 comfortable with FOSL's donation to fund the library cards, which will be brought
34 forward at the next meeting for formal approval.
35
36 Mr. Polasek told the Board that by allowing FOSL to fund the library cards (at a cost of
37 about $5,000), it frees up much needed city funds to spend on other needed office
38 supplies, that could not be funded through the City's regular budget. Plus, it gives FOSL
39 publicity.
40
41 Staff is looking at two-color on the front of the card and one color on the back. If the
42 price is too high, they may resort to using green with white lettering (considered one
43 color). Based on staff's initial review of the quotes, two-color seems feasible at this time.
44 The cost estimate is $5,500 for 10,000 cards and keychains two-thirds of the order will
45 be for cards and one-third of the order will be for keychains. The patron will have the
Library Board Regular Meeting Page 5 of 8
I option of choosing which one they prefer. If the patron wants both, card and keychain,
2 they will pay an additional $5.00 to get a card and keychain.
3
4 Mr. MacLeod asked Mr. Polasek to look into what the cost would be to have both
5 configurations printed on one punch-out card? Mr. Polasek said he would investigate.
6
7 Ms. Cameron suggested looking into what the cost difference would be for just green on
8 white cards, to cut the cost. Ms. Baynard commented the green and white was FOSL's
9 preference - not cream and green.
10
11 Mr. Polasek said that the green and white option would definitely cut the cost, because it
12 would be considered one-color, which is less expensive than two-color.
13
14 The Board then agreed to choose the green and white card option.
15
16 Board members examined the verbiage on the card and made the following suggestions:
17
18 1. Enlarge "Friends of The Southlake Library" wording.
19 2. Change "patrol" to "patron"
20 3. Change verbiage on the back of card to read, "I agree to be responsible for
21 materials borrowed on this card, to pay fines for overdue items, and to pay for the
22 replacement of lost, stolen, or damaged materials, and agree to abide by all
23 provisions of the library. I further agree to report the loss of this card immediately
24 and/or any changes to the patron information connected with it."
25
26 Board members talked about their goal in having the above statement, or
27 variations of it, on the cards and on signs throughout the library.
28
29 4. Add "agrees to" in the bottom line on the back to say, "The patron agrees to abide
30 by all policies of the library."
31
32 There was a brief discussion about having the signature line.
33
34 5. Cards will be green with white lettering on the front and white with green
35 lettering on the back.
36
37 After reviewing the card design, Mr. Polasek asked if the Board was comfortable with
38 FOSL's funding the card purchase. They agreed they were okay with the arrangement
39 and thanked FOSL.
40
41 The order for the library cards will be placed within the next week with a four-week
42 turnaround time expected.
43
44 A motion was made to accept the library cards as corrected.
45 Motion: Cienki
46 Second: Burford
Library Board Regular Meeting Page 6 of 8
1 Ayes: Baynard, Burford, Cameron, Cienki, Firestone, and MacLeod.
2 Nays: None
3 Approved: 6-0
4
5 Motion carried.
6
7 Agenda Item No. 6-E, Appoint Library Board member as representative to NTRLS
8 Council
9
10 Mr. Polasek explained that this item was put on the agenda because it is essential that
11 there be a representative from the Board to NTRLS. The representative must attend one
12 meeting a year as outlined in the cover memo included in the packet. This would be a
13 good involvement for the Library Board because they are seeking to be a member of
14 NTRLS this Fall.
15
16 There are two ways to select a representative - select an individual or select a position.
17
18 Ms. Cameron volunteered to act as the representative for the Library Board and said it
19 was something she wanted to be involved with.
20
21 After discussing the selection options, the Board decided to appoint Mr. Cameron as the
22 representative and to make the selection as an individual, rather than as a position.
23
24 A motion was made to designate Maria Cameron as the NTRLS representative.
25 Motion: Burford
26 Second: Firestone
27 Ayes: Baynard, Burford, Cameron, Cienki, Firestone, and MacLeod.
28 Nays: None
29 Approved: 6-0
30
31 Motion carried.
32
33 Agenda Item No. 7, Other Items
34
35 Ms. Cienki asked Mr. Polasek about the donation form being used and included in their
36 meeting packets for consideration, and inquired if it was an in-house donation form? Mr.
37 Polasek responded yes. Ms. Cienki reminded staff that the Board had approved a formal
38 donation form to be used for donations during their October board meeting. Ms. Cienki
39 and Ms. Cameron requested that form be used instead of the one currently being used.
40 Ms. Cameron said the form also went with the memorial donation form that was adopted.
41
42 Mr. Polasek said he would go back and take a look at the donation form Ms. Cienki and
43 Ms. Cameron inquired about.
44
45
46
Library Board Regular Meeting Page 7 of 8
I Agenda Item No. 8, Adjournment
2
3 The meeting was adjourned at 7:45p.m.
4
5 Motion: Cienki
6 Second: Burford
7 Ayes: Baynard, Burford, Cameron, Cienki, Firestone, and MacLeod.
8 Nays: None
9 Approved: 6-0
10
11 Motion carried.
12
13
14
15
16 *aria eron
17 Library Board Chair
18
19 Attest:
20
21 ,
22 Terry McLaughli
23 Library Administrator
24
25
26 N:ALibrary Services\Minutes\200 1 \041 10 Ldoc
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