2001-01-24
**UN-OFFICIAL MINUTES**
UN-APPROVED BY THE LIBRARY BOARD MEMBERS
1 CITY OF SOUTHLAKE
2 LIBRARY BOARD MEETING
3
4 January 24, 2001
5
6 MINUTES
7
8 Board Members Present: Maria Cameron, Chair; Marge Zielke, Vice-Chair; Brent
9 Burford, Debbie Baynard, Karen Cienki, Scott MacLeod
10
11 Boards Members Absent: Peggy Firestone
12
13 Staff Members Present: Terry McLaughlin, Library Administrator, Steve Polasek, Deputy
14 Director of Community Services.
15
16 Visitors Present: Mary Mc Queen, Student Intern from Texas Women's University
17
18 Regular Session:
19
20 Agenda Item No. 1. Call to Order The meeting was called to order by Chair Maria
21 Cameron at 7:09 pm.
22
23 Reports:
24
25 Agenda Item No. 2. Administrative Comments
26
27 Steve Polasek reported to the board on the furniture being shipped to the City. Shelving is
28 expected the week of the 19th and the rest of the furnishings by the end of March. He
29 explained the changes in the orders for furnishings including an additional four chairs and
30 two tables being purchased with the help of funds from the Friends of the Southlake
31 Public Library and private donations.
32
33 Mr. Polasek also told the Board about the hiring of the clerical staff, who are expected to
34 start working in two to three weeks. He detailed the experience of the clerks being hired,
35 and stated we have made an offer to an individual for the professional Technical Services
36 Librarian position. He remarked we are still looking for a Youth Services Librarian.
37
38 Mr. Polasek remarked on the minutes from the Library Board Retreat and the Strategic
39 Plan with the Library Board. He stated that the tapes of the full meeting are available at
40 the City Secretary's Office should anyone wish to review the full discussions from the
41 meeting.
42
43 Consent Agenda:
44
45 Agenda Item No.3 A. Approval of the November 15, 2000 meeting.
Library Board Regular Meeting 1
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**UN-OFFICIAL MINUTES**
UN-APPROVED BY THE LIBRARY BOARD MEMBERS
1 Agenda Item No.3 B Approval of minutes from Library Board Retreat on January 6,
2 2001.
3 Agenda Item No.3 C Recommendation to enter into cooperative Purchasing Agreement
4 with NTRLS.
5
6 Several Board Members had changes to the November 15, 200 minutes. Mr. Polasek
7 noted the changes and stated they would be corrected.
8
9 The Minutes from the Retreat were discussed for several minutes and approved in the
10 form presented.
11
12 The Cooperative Agreement contract with NTRLS was discussed and approved for
13 recommendation to City Council.
14
15 Motion: Cienki
16 Second: Baynard
17 Ayes: Baynard, Burford, Cameron, Cienki, MacLeod, Zielke
18 Nays: 0
19 Approved: 6-0
20
21 Regular Agenda:
22
23 Agenda Item No. 4. Public Forum. No issues were presented for Public Forum. Public
24 Forum was closed at 7:35 by Chair Maria Cameron.
25
26 Agenda Item No. 5-Discussion:
27
28 Agenda Item 5 A. Librarian's Report.
29 Mr. Mc Laughlin referred to the written report presented with the packet to the Library
30 Board members and discussed the fact that he has been giving informal tours to the
31 citizens of Southlake of the library space, since the building opened to the public.
32
33 Agenda Item No. 5 B. Friends of Southlake Library Update.
34 Debbie Baynard reported that the Greater Southlake Women's Society will be meeting in
35 the new city hall on February 1, 2001, at 11:30 a.m. Jenny Elder, the president of the
36 group, will be presenting a check to the Library Administrator.
37
38 A discussion ensued on the painting of a mural on the walls of the Youth Services story
39 stage area, possibly financed by the Greater Southlake Woman's Society. Steve Polasek
40 agreed to talk to Hidell and Associates about the feasibility of this project, and report
41 back to the board at the next meeting.
42
43 Debbie Baynard reported on the success of the Polar Express program at the Log Cabin
44 in Bicentennial Park. It may possibly become an annual event for the Friends group.
45
46 New officers for the Friends of the Library are:
Library Board Regular Meeting 2
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**UN-OFFICIAL MINUTES**
UN-APPROVED BY THE LIBRARY BOARD MEMBERS
1 President Debbie Baynard
2 Vice President Michael Boutte
3 Treasurer C.D. Peebles
4
5 The first FOSL Newsletter will be out in February. The Friends are sponsoring the Circus
6 on March 29th and 30th, with the Community Services Department. Ms. Baynard talked of
7 the sale of tickets and prices, and stated that all profits will be given to the Friends of the
8 Southlake Public Library.
9
10 She also mentioned a FOSL book sale to be done in April as part of the Southlake
11 Women's Club Art in the Square show.
12
13 Agenda Item No. 5 C. Southlake Library Foundation Update.
14 Steve Polasek and Maria Cameron met with the President of the Library Foundation, Al
15 Morin, and stated that the Foundation is interested mainly in funding big-ticket items.
16 They are also interested in the site location of the future library location. Steve Polasek
17 reported on the possibility of using the Timarron location and will bring back a report on
18 the advantages and disadvantages of each of the proposed sites.
19
20 Agenda Item No. 5 D. Review of Draft Strategic Plan
21 A discussion of the Draft Strategic Plan was held. It was noted that the materials
22 presented to the board focused on the highpoints of the issued covered at the Retreat. It
23 was decided to bring back the Strategic Plan as a "Consider" item at the next Library
24 Board meeting.
25
26 Agenda Item No. 5 E. Review of Responses to Questions
27 The response to the Rex Potter, City Councilman, questions to the library regarding
28 various aspects of the operation of the library, was discussed. General approval of the
29 response to the questions was stated by several board members.
30
31 Agenda Item No. 5 F. Review of Library Brochure
32 The Brochure and Signature card developed by Board members Brent Burford and Peggy
33 Firestone was discussed and the Library Board members suggested some editing of both
34 items. Library staff will take the information and develop the final brochure and signature
35 card.
36
37 Agenda Item No. 5 G. Review of Library Logo
38 Debbie Baynard passed out some copies of various Library Logos for the Board review.
39 Steve Polasek reminded the Board members that all official correspondence from the
40 Library would have to have the official City of Southalke Logo on it. After considerable
41 discussion, it was agreed that the Board members would pick their top three choices, then
42 return their choices to Ms. Baynard and she would report back at the next Library Board
43 meeting.
44
45 Consider
46
Library Board Regular Meeting 3
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**UN-OFFICIAL MINUTES**
UN-APPROVED BY THE LIBRARY BOARD MEMBERS
1
2 Agenda Item No. 6A. Contract for Library Automation System
3 Steve Polasek made a presentation to the Library Board on the choice of the Library
4 Automation System, Epixtech. He first stated that not all items in this presentation were
5 complete, however due to the time schedule needed to implement the automation system,
6 he will present this for approval to the board at this time.
7
8 He gave a presentation of the process used to choose the proper vendor. He mentioned
9 the Board automation review committee and their input. The review the staff had done
to and stated that in November, we received proposals from four companies, Epixtech, TLC,
11 SIRSI and DRA to our invitation to bid.
12
13 The staff spent much of their time in November and early December reviewing all the
14 answers to the proposal from the companies. The review was based upon such items as
15 cost, implementation schedule, other cities impressions of the companies services and the
16 reputation of the firms.
17
18 In December and January, there were negotiations with the Epixtech firm, the company
19 chosen . Epixtech met most of our requests, was the same system as that chosen by the
20 Grapevine Library and impressed our technical services department with their choice of
21 equipment.
22
23 Mr. Polasek stated that the services chosen included an allowance for up to 25 "seats' but
24 that we would start with just 21, so we can expand in the future. He gave a quick list of
25 services provided in the area of cataloging, public access and the like. The initial
26 purchase will include 3 Dell servers, 6 laser scanners 7 printers one staff printer and 2
27 public printers. There will be PAC stations and a receipt printer, and various other library
28 circulation equipment. The purchase includes staff training on the use of the equipment.
29 All have a one-year service guarantee on all the large items purchased and that includes
30 software. With this, we will be able to call the company headquarters in Provo, Utah for
31 direct aid with the equipment.
32
33 The cost is now set at $157,031.69. This leaves $14,960.31 available out of the original
34 sum, to purchase a firewall to separate the library computer services from the city
35 services. The firewall may or may not be purchased from the Epixtech Company itself,
36 and that is yet to be decided.
37
38 Year two costs will be $16,706 for the annual maintenance fee with a negotiated
39 agreement that there will be no more than a 5% increase in costs for the first three years.
4o The annual cost increase slightly, if we do purchase the firewall services from the
41 Epixtech Company.
42
43 Some items such as the scanners used will have no maintenance schedule, as they will be
44 replaced as they wear out.
Library Board Regular Meeting 4
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**UN-OFFICIAL MINUTES**
UN-APPROVED BY THE LIBRARY BOARD MEMBERS
1 He stated that a ninety-day implementation schedule has been promised by the company,
2 and asked the Library Board to recommend the purchase agreement between the City of
3 Southlake and the Epixtech Corporation to take to the City Council on February 6, 2001..
4
5 Motion: Cienki
6 Second: Zielke
7 Ayes: Baynard, Burford, Cameron, Cienki, MacLeod, Zielke
8 Nays; 0
9 Approved: 6-0
10
11 Agenda Item No. 6B. Appointment of Board Liaison to Southlake Library Foundation
12 Maria Cameron recommended that Scott MacLeod be appointed to replace Debbie
13 Baynard as the Southlake Public Library Foundation Liaison from the board.
14
15 Motion: Cameron
16 Second: Burford
17 Ayes: Baynard, Burford, Cameron, Cienki, MacLeod, Zielke
18 Nays: 0
19 Approved; 6-0
20
21 Agenda Item No. 7. Other Items
22 A discussion was held as to officers in Library related groups and the Library Board
23 members. The discussion centered upon Debbie Baynard's multiple duties for both the
24 Library Board and the Friends of the Library groups. It was mentioned that possibly there
25 would be a conflict of interest issue with her serving both as a Library Board member and
26 as President of the Friends of the Southlake Public Library.
27
28 Ms Baynard stated she felt comfortable with both sets of duties and after some
29 discussion, the situation was left unchanged.
30
31 Adjournment:
32
33 The meeting was adjourned as of 9:06 PM
34
35 36
37 Maria Cameron
38 Library Board Chair
39
40
41 Attest:
42
43
44
45 Terry M Laughlin
46 Library Administrator
Library Board Regular Meeting 5
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