2003-05-28
' * * OFFICIAL MEETING MINUTES * *
* * APPROVED BY MEMBERS OF THE LIBRARY BOARD
1 SOUTHAKE PUBLIC LIBRARY BOARD MEETING
2 Southlake Public Library
3 1400 Main Street, Suite 130
4 Southlake, Texas 76092
5
6 May 28, 2003
7
8 MINUTES
9
10 Library Board Members Present - Maria Cameron, Chair; Andrea Curreri; Peggy Firestone;
11 C.D. Peebles Angelique York.
12
13 Library Board Members Absent - Linda Study.
14
15 Staff Members Present - John Eaglen, Assistant to the City Manager; Jimi Davis, Adult
16 Services Librarian,; Kim Bush, Office Manager; Diana Smith, Secretary to the City Manager.
17
18 Agenda Item No. 1, Call to Order - Chair Maria Cameron called the meeting to order at 7:11
19 P.M.
20
21 Agenda Item No. 2, Administrative Comments - Mr. Eaglen introduced Kim Bush and Diana
22 Smith to the Board. Mrs. Bush will be assisting the Library staff while Mr. Eaglen is on vacation.
23 Mr. Eaglen suggested that a written report be given to the City Council, in lieu of an oral report,
24 at the June 3rd meeting.
25
26 CONSENT AGENDA:
27
28 Agenda Item No. 3, Approval of the Minutes from the April 23, 2003 Library Board Meeting -
29
30 Motion to approve the minutes as reach.
31
32 Motion: Peebles
33 Second: Firestone
34 Ayes: Cameron, Curren, Firestone, Peebles, York,
35 Nayes: None
36
37 Motion was approved 5-0.
38
39 REGULAR AGENDA:
40
41 Agenda Item No. 4, Public Forum - Chair Cameron opened the public forum at 7:14 p.m. As
42 there were no requests to speak, Chair Cameron closed the public forum at 7:16 p.m.
43
44 Agenda Item No. 5A, Discussion of the Southlake Library's Hours of Operation Policy - Mr.
45 Eaglen stated that the management team has started discussing operating hours for the Library,
46 and requested feedback from the board members. He also stated that any changes to the
Southlake Library Board Meeting Minutes - May 28, 2003 Page I of 4
* * OFFICIAL MEETING MINUTES * *
* * APPROVED BY MEMBERS OF THE LIBRARY BOARD
1 operating hours would require a transition period, in order to educate the staff and customers .
2 Factors being considered when setting new hours included:
3
4 ■ Hours used;
5 ■ Actual use per hours;
6 ■ Summer/ Winter Use Schedules.
7
8 The need for uniform operating hours was discussed, as well as the desire to provide consistency
9 with programs offered by the Library. The following hours were suggested:
10
11 Monday through Thursday- 11 - 7
12 Friday Through Sunday 12 - 4
13
14 The storytime participants will be surveyed as to their preferred time for the program. Their input
15 will be used to determine the final schedule of operating hours.
16
17 The anticipated start time for the new schedule will be September 1, 2003.
18
19 As this was a discussion, and not a final formal motion, the issue will be brought before the
20 board at the next meeting.
21
22 Agenda Item No. 5B, Librarian's Report -
23
24 See discussion on 513 1
25
26 Agenda Item No. 5B 1, Library Statistics -
27
28 The question was raised as to changing the statistics report in order to reflect the number of
29 customers, whereas now customers can represent more than one category.
30
31 Mr. Eaglen will investigate how the statistics are reported, in order to gain the most information
32 from this report.
33
34 There was no action taken on this agenda item
35
36 Agenda Item No. 5C, Friends of the Southlake Public Library Update -
37
38 There was no FOSL meeting last month, but it was reported that the book sale represented an
39 increase of 58% from last year's sale. Due to the success of the sale, very few books were left
40 over. FOSL may participate in the Oktoberfest, depending on the guidelines for hosting a booth.
41 This item will be discussed further at the next meeting.
42
43 There was no action taken on this agenda item
44
45 Agenda Item No. 5D, North Texas Regional Library System Update - Davis updated the board
46 on a recent meeting held by the NTRLS. Going forward, the state will provide less funding for
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* * OFFICIAL MEETING MINUTES * *
* * APPROVED BY MEMBERS OF THE LIBRARY BOARD
1 database maintenance than in the past. The local Libraries will There was no report provided on
2 this agenda item.
3
4 Also, a change may be made in how the state allocates funding. Currently, the funding allocation
5 is based on the size of the library, but this may change to an even distribution to all libraries,
6 regardless of size.
7
8 There was no action taken on this agenda item
9
10 Agenda Item No. 6A, Recommendation to the City Council to revise the Southlake Public
11 Library's Borrower Privileges and Responsibilities Policy
12
13 The language "agent of the library" is to be changed to "representative of the library". Also, as
14 relates to CISD employees, a current and valid ID card will need to be presented in order to
15 obtain a library card.
16
17 Mr. Eaglen will present this item to Council, as well as a recommendation of a minimum age
18 requirement of 16.
19
20 Motion to approve the change in language and approve the minimum age requirement.
21
22 Motion: Curreri
23 Second: Cameron
24 Ayes: York, Peebles, Firestone, Curreri, Cameron
25 Nayes : None
26
27 Motion was approved S - 0
28
29 Agenda Item No. 613, Recommendation to the City Manager regarding the Library Services
30 Division Fiscal Year 2003-04 Annual Operating Budget
31
32 The discussion of budgeting money for marketing/advertising was raised. The board feels that
33 the funds would be better spent on books and materials than for a marketing campaign. Also,
34 library resources could be used to produce advertising materials.
35
36 The increase in the amount listed for computer maintenance was discussed. The increase is due
37 to an increase in licensing fees.
38
39 There is also an increase in the cost of security tags and processing supplies, which directly
40 relates to the purchase of more books.
41
42 Mr. Peebles stated a desire to set a precedent of budgeting $60,000 annually for books.
43
44 Mr. Eaglen is developing a strategy to connect library policy with the level of collection
45 inventory. The total amount budgeted will be divided by category, in order to best meet the needs
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* * OFFICIAL MEETING MINUTES * *
* * APPROVED BY MEMBERS OF THE LIBRARY BOARD
1 for programs and supplies. The board is comfortable with staff determining the percentages
2 purchased for each category.
3
4 It was noted that the proposed budget is in line with the goals and objectives of the Board.
5 No formal action was taken on this item.
6
7 Agenda Item No. 6C, Level of Participation in the Loan Star Libraries Program for Fiscal Year
8 2003-04
9
10 Motion made to maintain Level II status and go to Level I status next year.
11
12 Motion: Peebles
13 Second: Curreri
14 Ayes: York, Firestone, Cameron, Curreri, Peebles
15 Nayes: None
16
17 Motion was approved 5-0.
18
19 Agenda Item No. 7, Other Items - There are no other items on this agenda.
20
21 Agenda Item No. 8, Adjourn - Chair Cameron motioned to adjourn the meeting
22 Motion: Cameron
23 Second: Curreri
24 Ayes: York, Firestone, Peebles, Cameron, Curreri
25 Nayes: None
26
27 Motion was approved 5-0.
28
29 Meeting adjourned at 8:50 p.m.
30
31 ATTEST:
32
33
34
35 Maria Cameron, Chair
36
37
38
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