2003-12-03
r * `OFFICIAL MEETING MINUTES * *
APPROVED BY MEMBERS OF THE SOUTHLAKE LIBRARY BOARD
1 SOUTHAKE PUBLIC LIBRARY BOARD MEETING
2 Southlake Public Library
3 1400 Main Street, Suite 130
4 Southlake, Texas 76092
5
6 December 3, 2003
7
8 MINUTES
9
10 Library Board Members Present - Angelique York, Chair; Jean Ann Hamm, Vice Chair,
11 Peggy Firestone, C D. Peebles; Penny Pannell.
12
13 Library Board Members Absent - None.
14
15 Staff Members Present -Kerry McGeath, Library Administrator; Maria Cameron, Public
16 Services Librarian.
17
18 Agenda Item No. 1, Call to Order - Chair, Angelique York, called the meeting to order at 7:05
19 p.m.
20
21 Agenda Item No. 2, Administrative Comments - Mr. McGeath introduced the new librarians,
22 Maria Cameron and Jesse Ephraim, although Mr. Ephraim was ill.
23
24 Mr. McGeath continued by describing the increased web presence of the library, being handled
25 primarily by Mr. Ephraim. The improvements include the new web log (blog) that is used to
26 announce library events, materials, and services; the addition of RefUSA, a business database;
27 and remote access to World Book Online via the library website. Mr. Peebles will pursue the
28 purchase of the SouthlakeLibrary.org URL by Friends of Southlake Library (FOSL) to be used
29 as a redirect to the current city/library URL.
30
31 Circulation statistics are improving; it is believed that the increase is primarily attributable to the
32 DVD collection instituted by FOSL. Use is up 351/o for the first two months of this fiscal year
3 3 compared to the same two months last year.
34
35 Mr. McGeath suggested that the library board might want to be thinking about arranging an
36 inter-local agreement with the Colleyville Public Library for reciprocal borrowing privileges.
37
38 Finally, Mr. McGeath asked the board if they would be interested in going to paperless board
39 packets, sent by email to their homes, rather than the printed packets that are the current practice.
40 The board members all felt that the move paperless packets presented an improvement in
41 efficacy and efficiency.
42
43 CONSENT AGENDA:
44
45 Age nda_Iteiu No. 3, Approval of the Minutes from the September 24, 2003 Library Board
46 Meeting -
Southlake Library Board Meeting Minutes - December 3, 2003 Page I of'1
F * `OFFICIAL MEETING MINUTES
APPROVED BY MEMBERS OF THE SOUTHLAKE LIBRARY BOARD
1
2
3 Motion to approve the minutes.
4
5 Motion: Firestone
6 Second: Pannell
7 Ayes York, Hamm, Firestone, Peebles, Pannell
8 Nayes: None
9
10 Motion was approved 5-0.
11
12
13 Agenda Item No. 4, Approval of the Minutes from the November 12, 2003 Library Board
14 Meeting with the Public Art Committee -
15
16
17 Motion to approve the minutes.
18
19 Motion: Firestone
20 Second: Pannell
21 Ayes York, Hamm, Firestone, Peebles, Pannell
22 Nayes: None
23
24 Motion was approved 5-0.
25
26
27 REGULAR AGENDA:
28
29 Agenda Item No. 5, Public Forum - Chair York opened the public forum at 7:10 p.m. As there
30 were no requests to speak, Chair York closed the public forum at 7:11 p.m.
31
32 Agenda Item No. 6A, Election of Library Board Chair - There was very little discussion, the
33 board all felt that Angelique was doing a great job.
34
35 Motion to elect Angeliyue York Board Chair.
36
37 Motion: Firestone
38 Second: Pannell
39 Ayes Hamm, Firestone, Peebles, Pannell
40 Nayes: None
41
42 Motion was approved 44.
43
44
45 Agenda Item No. 6B, Election of Library Board Vice-Chair - There was very little discussion.
46
Southlake Library Board Meeting Minutes - December 3, 2003 Page 2 of '2
* `OFFICIAL MEETING MINUTES
APPROVED BY MEMBERS OF THE SOUTHLAKE LIBRARY BOARD
1 Motion to elect Jean Ann Hamm Board Vice-Chair.
2
3 Motion: Pannell
4 Second: Firestone
5 Ayes York, Firestone, Peebles, Pannell
6 Nayes: None
7
8 Motion was approved 4-0.
9
10
11 Agenda Item No. 6C, Election of Library Board Secretary - It was felt by the board that a
12 secretary is unnecessary.
13
14 Motion to not select a Board secretary.
15
16 Motion: Firestone
17 Second: Peebles
18 Ayes York, Hamm, Firestone, Peebles, Pannell
19 Nayes: None
20
21 Motion was approved 5-0.
22
23
24 Agenda Item No. 6D, Election of North Texas Regional Library System NTRLS)
25 Representative - Because there continue to be two board vacancies, it was felt that this item
26 should be tabled until the remaining seats are filled.
27
28 Motion to table the NTRLS representative election.
29
30 Motion: Pannell
31 Second: Firestone
32 Ayes York, Hamm, Firestone, Peebles, Pannell
33 Nayes: None
34
35 Motion was approved 5-0.
36
37 Agenda Item No. 6E, Recommendation to the City Council to revise the Southlake Public
38 Library's Computer Use Policy - Mr. Peebles wanted to discuss the staff proposed changes to
39 the policy. The changes are necessary primarily due to the installation of the new automated
40 reservation and print management system (Pharos). The new system will be able to perform
41 many of the functions now done by staff members, primarily obtaining an agreement to abide by
42 the SPL computer use and internet policies.
43
44 Mr. Peebles felt that items 1 and 4 of the criteria section are redundant and proposed that they be
45 combined into: " libr children under the age of ht elve (12), the parent or legal guardian must be
46 present acrd make evety reasonable effort to supervise use by the child(ren). " He also requested
Southlake Library Board Meeting Minutes - December 3, 2003 Page 3 of *3
* 'OFFICIAL MEETING MINUTES
APPROVED BY MEMBERS OF THE SOUTHLAKE LIBRARY BOARD
1 that criteria 3 be amended to read -]he Computer Lab Agreement must be agreed to by all
2 users. "
Motion to change policy with amendments.
4
5 Motion: Peebles
6 Second: York
7 Ayes York, Hamm, Firestone, Peebles, Pannell
8 Nayes: None
9
10 Motion was approved 3-0.
11
12
13 Agenda Item No. 6F, Recommendation to the City Council to revise the Southlake Public
14 Library's Internet PoliU. Again, the changes being recommended by staff are needed in
15 response to the automation upgrade. Changes were made to delete the word "electronic " in line
16 3 and add "or valid Southlake Public Library card' at the end of the first paragraph.
17
18 Motion to change policy with amendments.
19
20 Motion: Peebles
21 Second: York
22 Ayes York, Hamm, Firestone, Peebles, Pannell
23 Nayes: None
24
25 Motion was approved 5-0.
26
27
28
29 Agenda Item No. 6G, Recommendation to the City Council to revise the Southlake Public
30 Library's Loan Lengths Policy regarding the maximum limit of items allowed per checkout on
31 each card. The board felt that this item was too trivial to be forwarded to the Council and so the
32 item became two votes. One to allow the Library Board discretion with respect to those
>3 operational issues that do not have financial, legal, or political dimensions, and one to extend the
34 number of items that may be checked out to one library card.
35
36 Motion to present to the City Council a change to allow the Library Board discretion with
37 respect to operational issues and procedures.
38
39 Motion: Firestone
40 Second: Peebles
41 Ayes York, Hamm, Firestone, Peebles, Pannell
42 Nayes: None
43
44 Motion was approved 5-0.
45
46 Motion to extend the maximum number of items checked out per card to 18
Southlake Library Board Meeting Minutes - December 3, 2003 Page 4 of 4
*OFFICIAL MEETING MINUTES
APPROVED BY MEMBERS OF THE SOUTHLAKE LIBRARY BOARD
1
2 Motion: Pannell
3 Second: Hamm
4 Ayes York, Hamm, Firestone, Peebles, Pannell
5 Nayes: None
6
7 Motion was approved 5-0.
8
9
10
11 Agenda Item No. 7H. Friends of the Southlake Public Library Update - Angelique reported that
12 there was no report at this time.
13
14
15 Agenda Item No. 71, North Texas Regional Library System Update - There was no report
16 provided on this agenda item.
17
18
19 Agenda Item No. 8, Other Items - Mr. Firestone reminded the staff and Library Board that the
20 women's clubs in Southlake are now planning their giving. These groups include the Southlake
21 Newcomers' Club, Greater Southlake Women's Society and Southlake Women's Club. Any
22 funding requests should be submitted soon to receive adequate consideration.
23
24 Mr. McGeath announced the TXU tree planting on Saturday and 9:00 at Chesapeake Park.
25
26
27 Agenda Item No. 9, Adjourn - Chair York adjourned the meeting at 8:30 p.m.
28
29
30 ATTEST:
31
32
33 Angeliq e k, 'hai
34
35 \
36
Southlake Library Board Meeting Minutes - December 3, 2003 Page 5 of * 5