2001-02-28
1 CITY OF SOUTHLAKE
2 LIBRARY BOARD MEETING
3
4 February 28, 2001
5
6 MINUTES
7
8 Board Members Present: Maria Cameron, Chair; Marge Zielke, Vice-Chair; Brent
9 Burford, Debbie Baynard, Scott MacLeod, and Peggy Firestone
10
11 Board Members Absent: Karen Cienki
12
13 Staff Members Present: Kevin Hugman, Director of Community Services, Steve Polasek,
14 Deputy Director of Community Services, Terry McLaughlin, Library Administrator, and
15 Administrative Secretary Linda Carpenter
16
17 Visitor Present: Katrina Pebbles, Friends of Southlake Library
18
19 Regular Session:
20
21 Agenda Item No. 1. Call to Order
22
23 The meeting was called to order by Chair Maria Cameron at 7:06 p.m.
24
25 Reports:
26
27 Agenda Item No. 2. Administrative Comments
28
29 Library Administrator Terry McLaughlin briefed the Board on recent events.
30
31 Three new clerks were hired for the library in February: Patricia Hendrix, Technical
32 Services Clerk, Elizabeth Beamon, Youth Services Clerk and Chere Bradford,
33 Circulation Service Clerk. Advertising for the other positions is currently underway and
34 interviews will be held during April.
35
36 The new library staff accomplished the following during their first three weeks. They
37 completed boxing and sorting the books from the recent City Employee Book Drive and
38 the Grapevine collection. The books for the Friends of the Library (FOSL) book sale in
39 April were stored in the Technical Processing room. Staff created a database for entering
40 titles selected for library use, which will be submitted to Baker and Taylor Company for
41 cataloging the City's collection.
42
43 A system to track and report volunteer hours was developed. Staff also compiled a list of
44 supplies needed for general office use, materials processing, and a list of the equipment
45 needs for each library department.
46
Library Board Regular Meeting Page I of 8
I Mr. McLaughlin commended their hard work and progress.
2
3 Mr. McLaughlin reported the library has 4,425 books selected to add to Southlake's
4 collection, with 3,150 set aside for the FOSL book collection to-date.
5
6 Ten tons of library shelving arrived February 28, 2001 and crews will erect and install
7 beginning March 9, 2001.
8
9 The following board members will make the Library Report presentations at the
10 respective council meetings: Peggy Firestone - March 6, Brent Burford - April 3, and
11 Karen Cienki - May 1.
12
13 An E-Books workshop sponsored by NTRLS will be held at Haltom City on March 1.
14 The City's circulation and processing library clerks will attend. E-Books are available
15 from the State Library and can be used in city and academic libraries.
16
17 Ms. Cameron asked about the status of recruiting professional staff for the library. She
18 asked about the timeline and number of applications received. Mr. Polasek responded that
19 advertising began in November and that a Technical Services Librarian had been hired,
20 however, she withdrew her application due to an offer from Richland Hills for a
21 director's position. The search continues for a Youth Services Librarian and several
22 candidates are currently being reviewed. Mr. Polasek commented on the tight market and
23 said the Human Resource Department was exploring other recruiting options. Mr.
24 McLaughlin will also be looking for leads when he attends the Texas Library Association
25 meeting in San Antonio in March.
26
27 Consent Agenda
28
29 Agenda Item No. 3-A. Approval of the January 24, 2001 meeting minutes
30
31 Several board members had changes to the January 24, 2001 minutes. The minutes will
32 be corrected as follows:
33
34 Page 2, Line 35, change "Jenny" to "Ginny"
35 Page 3, Line 2, change "Vice" President to "President Elect"
36 Page 5, Line 15, change "Cameron" to "Baynard"
37
38 Agenda Item No. 3-B. Approval of library donations
39
40 The Library Donation Policy stipulates that all donations valued at over $1,000 must be
41 formally accepted by the Board. The Library Board reviewed proposed donations from
42 Ms. Debbie Baynard (Baynard Family), Residential Funding Corporation, Fort Worth
43 Star-Telegram and Greater Southlake Women's Society. Donations included funding for
44 furnishings for one of the study rooms, adult and children's books, and an outdoor book
45 return for videos, DVD's and CD's. See the donation forms attached for details.
Library Board Regular Meeting Page 2 of 8
I Representatives from the Fort Worth Star-Telegram would like to make a formal
2 presentation of their book donations to the Library Board at the March meeting. A thank
3 you letter will be presented to them from the Board at that meeting.
4
5 Mr. MacLeod referenced the donation from the Southlake Women's Society and stated
6 he had concerns that the "donations may drive the collection" and he would rather have
7 the library "open with a robust collection in the four most important areas than an
8 inadequate selection in the full gamut." Ms. Cameron and Mr. Mc Laughlin responded to
9 Mr. MacLeod's comments and explained how the Women's Society donation was
10 determined.
11
12 Mr. Polasek thanked the people and organizations for their library donations and said
13 official "thank you" letters, signed by the library administrator and Library Board
14 chairman, would be presented to the organizations.
15
16 A motion was made to approve consent agenda Item 3-A, January 24, 2001 Library
17 Board meeting minutes with amendments as noted, and to approve Item 3-B, four
18 donations to the library as proposed, noting that the Residential Funding Corporation
19 donation is a matching gift, that the "Chicken" book list shown on Section 4 of the
20 Debbie Baynard donation is being donated by Chick-Fil-A.
21
22 Motion: Baynard
23 Second: Firestone
24 Ayes: Baynard, Burford, Cameron, Firestone, MacLeod, and Zielke
25 Nays: None
26 Approved: 6-0
27
28 Motion carried.
29
30 REGULAR AGENDA
31
32 Agenda Item No. 4, Public Forum
33
34 Ms. Cameron asked if anyone in the audience wished to speak at Public Forum.
35
36 Katrina Pebbles, Secretary, Friends of the Southlake Library: Ms. Pebbles said she
37 contacted Mr. David Wiegand with Sculpture Works, Inc., a Fort Worth based company.
38 She explained the company provides libraries, nation-wide, with sculptures on
39 consignment basis to allow exposure for artists. There is no cost involved to the libraries
40 and Sculpture Works pays for shipping, handling and insurance. Other cities participating
41 are: Bedford, Euless, and Flower Mound. Sculptures may be viewed and selected at the
42 Fort Worth Library April 6-14 or visit their website at www.gobronze.org. Ms. Pebbles
43 will provide staff with literature as soon as possible.
44
45 Mr. Polasek commented the City is drafting a "Public Art Policy" which would address
46 this and other public art issues.
Library Board Regular Meeting Page 3 of 8
1
2 Public Forum was closed.
3
4 Agenda Item No. 5-A, Discussion: Librarian's Report
5
6 Mr. McLaughlin referred to the written report presented with the packet to the Library
7 Board members.
8
9 A security system for the library is currently being investigated and plans are to tie the
10 system into the Epixtech System.
11
12 Contracts have been signed and sent to Epixtech System. Information regarding bonds
13 and insurance will be sent to the city next week. An informal meeting will be held within
14 the next few weeks with city staff and technical personnel to initiate the system.
15
16 Mr. MacLeod asked about the types of on-line external databases the library would
17 purchase. Mr. McLaughlin said staff was reviewing information from the State listing of
18 recommended databases, and he would attend a workshop at TLA on electronic databases
19 to gather information to bring back a proposal. Mr. MacLeod said he would approach the
20 Library Foundation once a priority list was formulated and pursue funding sources for
21 those databases.
22
23 The library will participate in the Tex-Share program next year, which is available
24 through State library funding. Staff will check with other libraries to find out which
25 databases are being used by the public. There are many programs available, but not all
26 are relevant in a public library setting.
27
28 The Board heard staff explain how cash transactions, such as fines, copier fees, etc.,
29 would be handled. Mr. MacLeod recommended a cashless system whereby a card is used
30 instead of cash.
31
32 Mr. McLaughlin briefed the Board about the meeting he held February 23, 2001 with
33 middle, junior and high school librarians. The meeting was very productive and the
34 librarians will provide the City a materials list for next year, which will be very helpful
35 with collection development.
36
37 Agenda Item No. 5-B, Discussion: Friends of the Southlake Library (FOSL)Update
38
39 Ms. Baynard reported there are now 281 members of the Friends of the Southlake
40 Library.
41
42 Kelly Miller Circus tickets are now on sale for the March 29th and 30th shows. Posters
43 will be placed in commercial locations. Sponsors include City of Southlake, Star-
44 Telegram, and Frost Bank. Sponsorships were charged $1,000. The Star-Telegram will
45 run ads in the Hometown Star and metro sections and will conduct a contest to win rides
46 on the elephants in the opening ceremonies during the 7:30 p.m. shows. Frost Bank paid
Library Board Regular Meeting Page 4 of 8
I the sponsor fee of $1,000 and employees of the bank will be riding the elephants at the
2 4:30 p.m. shows. Frost Bank is also hosting a "lunch with a clown" event at some of the
3 schools. The Oxner Group, part of Keller Williams, has paid $200 to have their name
4 listed on the back of the tickets also.
5
6 Mr. Polasek commented there are two study rooms in the library, one of which will be
7 furnished through a donation from Ms. Baynard's husband's company and the other room
8 will be furnished by the Friends of the Southlake Library from the proceeds they earn
9 from the circus ticket sells.
10
11 Staff is working on how plaques or acknowledgements will be placed in the library to
12 recognize library donors.
13
14 During February, the Library received $14,000 in donations. It was noted that one of the
15 donations the library received, was a small refrigerator, food and supplies for library
16 staff, donated by FOSL and Ms. Baynard, which was greatly appreciated.
17
18 Ms. Baynard mentioned a FOSL book sale will be held April 27, 28, 29 in the library as
19 part of the Greater Southlake Women's Club "Art in the Square" show. Book donations
20 are being accepted.
21
22 FOSL will host a booth at the Town Hall Dedication Ceremony/CityFest March 24 to
23 promote memberships and sale circus tickets.
24
25 AngeliqueYork, columnist for the Southlake Journal, has been appointed to the new
26 membership chair position.
27
28 The second edition of the FOSL newsletter will be out next week for circulation.
29
30 Work on the design of the FOSL logo continues. Mr. Baynard passed out copies of
31 various proposed logos for the Board's review. A final selection will be presented to the
32 Library Board at their April 11th meeting for consideration.
33
34 Mr. McLaughlin presented the FOSL treasurer's report stating they have a balance of
35 $8,681.26. As of this year, through membership revenue, $191 has been collected. Over
36 $5,300 was collected last year and it is anticipated that memberships will be much greater
37 this year as the public becomes more aware of FOSL activities. Board members
38 mentioned seeking memberships by doing "neighborhood campaigns" if literature and
39 application forms are provided.
40
41 Agenda Item No. 5-C, Discussion: Southlake Library Foundation Update
42
43 There was nothing to report at this time.
44
45
46
Library Board Regular Meeting Page 5 of 8
I Agenda Item No. 6-A, Consider: Southlake Public Library Ten Year Strategic Plan
2
3 Ms. Firestone and Mr. Burford commended Mr. Polasek on the document stating it was
4 "very professional and very well written."
5
6 A motion was made to approve the Southlake Public Library Ten Year Strategic Plan as
7 presented.
8
9 Motion: Burford
10 Second: MacLeod
I I Ayes: Baynard, Burford, Cameron, Firestone, MacLeod, and Zielke
12 Nays: None
13 Approved: 6-0
14
15 Motion carried.
16
17 Agenda Item No. 6-B, Consider: Recommendation of Permanent Library Site(s)
18
19 Mr. Polasek presented this item and provided the Board with an overview of the process.
20 Various sites have been looked at for a recreation site as well as for a site for a permanent
21 library. Board member packets contained information on the three potential sites
22 including a brief description of the advantages and disadvantages of each. The three sites
23 are: Town Square, Old City Hall and Timarron/Richard's properties.
24
25 Mr. Hugman directed the Board's attention to an overhead projection of the Timarron
26 site, presented background history of the purchase of the property and pointed out
27 features of that potential site. A copy of the handout is attached to these minutes.
28
29 A concept plan was developed with a footprint for a recreation center and a footprint for a
30 library. The conceptual plan was presented to the Timarron neighborhood at a recent
31 meeting and went very well. Staff addressed the issues of the citizens and all of those
32 present agreed it was a good plan for that property.
33
34 Staff recommended the Timarron site to the Park Board as the permanent Southlake
35 Library location.
36
37 Mr. Hugman answered questions from Board members about the impact of the recreation
38 center on the Senior Center, the possibility of a pavilion in a plaza area for outdoor
39 programs, parking issues, traffic flows, trails, the uses involved in the recreation center,
40 proposed development of the pond and the Library Foundation's need for an artist's
41 rendering of the site to develop a fundraising plan. Members were told the plan before
42 them was not a detailed site plan, but merely a concept plan to provide the Board with an
43 idea of how the senior center, library and a recreation center could fit onto that site. The
44 final plan and design would be developed after an architect was under contract.
45
Library Board Regular Meeting Page 6 of 8
I If the plans are approved for the recreation center, construction is expected by summer
2 2002.
3
4 Board members were told that a decision did not have to be made soon, but if it was their
5 desire to make a decision at this meeting, this item was placed on the agenda to allow for
6 that.
7
8 Ms. Firestone asked staff if there was an expense associated with the land? Mr. Hugman
9 responded that issue had not been resolved. The land was purchased by the City. It has
10 not been discussed whether the City's General Fund would need to be reimbursed by the
I I SPDC fund.
12
13 Mr. Burford had several questions Mr. Hugman responded to. Was there any other
14 foreseeable use for the library site as footprinted on the plan other than a library? Is the
15 operating budget for the recreation center going to be paid out of the SPDC funds or is it
16 going to come out of general funds? Mr. MacLeod related his concerns with the Board
17 approving this site at this time due to operational funding issues and also the public's
18 reaction to relocating the library away from the Town Hall site.
19
20 Mr. Burford asked about timing and what the perceived issues were regarding taking
21 action sooner rather than later. Mr. Hugman said that would depend on the Foundation's
22 goals. The space for the library has been footprinted at this site and can be held there for
23 a year or more if the Board wants to delay making a formal decision at this time.
24
25 Mr. Polasek said the City recognized their concerns of the Foundation raising the funds
26 and moving too fast before the City could appropriately staff and operate the permanent
27 library. The Foundation, the Library Board and the City will work together to establish a
28 reasonable timeline to allow the Foundation to lay preliminary groundwork.
29
30 Mr. MacLeod suggested making a motion to return this item to staff to bring back a
31 timeline of the City's earliest possible date that the General Fund revenues would be
32 sufficient to fund the operation of a 39,000 square foot library.
33
34 Mr. Polasek said that would be a very tough question to answer because of the driving
35 factors that would affect the City's budget. A timeline could be developed and it would
36 probably be about six years before serious design work could be started on a library, with
37 8-9 years until completion. An evaluation would have to be done every few years to
38 determine if the library project could be moved up or back, depending upon economic
39 factors.
40
41 The Board discussed the involvement of the Library Foundation and what timeline they
42 would need to effectively seek funding for the permanent library. Mr. MacLeod, Ms.
43 Cameron, and Mr. Polasek agreed to meet Al Morin, president of the Library Foundation,
44 to determine the Foundation's direction.
45
46 A motion was made to table this item for a month.
Library Board Regular Meeting Page 7 of 8
1
2 Motion: Burford
3 Second: Firestone
4 Ayes: Baynard, Burford, Cameron, Firestone, MacLeod and Zielke
5 Nays: None
6 Approved: 6-0 to table.
7
8 Motion carried to table until the next month.
9
10 Agenda Item No. 7, Other Items
11
12 The next Library Board meeting will be held April 11, 2001.
13
14 Ms. Cameron asked the Board to give her direction to respond to a call she received from
15 C.D. Peebles about including an item on the citywide survey about the site location for
16 the permanent library. The Board agreed with Mr. MacLeod's comments that any kind of
17 uncertainty-based questions that aren't operational necessity prior to the opening of the
18 library, was not a good idea.
19
20 MembeiSwere asked to forward comments about the FOSL logo to Ms. Baynard.
21
22 Agenda Item No. 8, Adjournment
23
24 The meeting was adjourned at 8:50 p.m.
25
26 Motion: Burford
27 Second: Firestone
28 Ayes: Baynard, Burford, Cameron, Firestone, MacLeod and Zielke
29 Nays: None
30 Approved: 6-0
31
312
33
34 Maria Cameron
35 Library Board Chair
36
37 Attest:
38 r
39 d.Qr,~ V
40 Terry McLaughlin
41 Library Administrator
42
43 NALibrary Services\Minutes\2001\022801.doc
Library Board Regular Meeting Page 8 of 8