2003-04-23
* * 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 April 23, 2003
7
8 MINUTES
9
10 Library Board Members Present - Maria Cameron, Chair; Andrea Curreri; Peggy Firestone;
11 C.D. Peebles.
12
13 Library Board Members Absent - Linda Study; Angelique York.
14
15 Staff Members Present - John Eaglen, Assistant to the City Manager; Laura Highlander,
16 Library Administrator; Amy Priour, Youth Services Librarian.
17
18 Agenda Item No. 1, Call to Order - Chair Maria Cameron called the meeting to order at 7:04
19 P.M.
20
21 Agenda Item No. 2, Administrative Comments - Mr. Eaglen stated that
22
23 CONSENT AGENDA:
24
25 Agenda Item No. 3, Approval of the Minutes from the March 26, 2003 Library Board Meeting -
26
27 Ms. Curreri noted that on Agenda Item No. 6C, the motion was made by Linda Study and
28 seconded by Andrea Curreri.
29
30 Motion to approve the minutes as amended.
31
32 Motion: Curreri
33 Second: Firestone
34 Ayes Cameron, Curreri, Firestone, Peebles
35 Nayes: None
36
37 Motion was approved 4-0.
38
39 REGULAR AGENDA:
40
41 Agenda Item No. 4, Public Forum - Chair Cameron opened the public forum at 7:10 p.m. As
42 there were no requests to speak, Chair Cameron closed the public forum at 7:11 p.m.
43
44 Agenda Item No. 5A, Discussion of Annual Operating Budget for Fiscal Year 2003-04 - Mr.
45 Eaglen stated that the management team has started discussing the budget for Fiscal Year 2003-
46 04, and the City Manager was scheduled to be here tonight to provide his insight on what staff
Southlake Library Board Meeting Minutes - April 23, 2003 Page 1 of 6
* * OFFICIAL MEETING MINUTES * *
APPROVED BY MEMBERS OF THE SOUTHLAKE LIBRARY BOARD
1 feels we are looking at this year. Due to a scheduling conflict that came up earlier today Mr.
2 Campbell was not able to make the meeting this evening. Mr. Eaglen reviewed the Fiscal Year
3 2003-04 Budget Preparation calendar with the Board, and explained that the Board would need
4 to consider a recommendation to the City Manager at the May meeting. The purpose of this
5 agenda item was to gather the Board's input on what they would like to see in the proposed
6 budget. The board provided the following suggestions:
7
8 ■ Growth, not stagnation;
9 ■ Replacing High-Volume Items, Bestsellers, and Bluebonnet and Lone Star Books;
10 ■ Resource Materials that are City-funded ($30,000).
11
12 Mr. Peebles asked if the mid-year review for this fiscal year had occurred, and if so, why had the
13 Library not received consideration for adjustments. Mr. Eaglen replied that the mid-year review
14 would be in May, and that staff was working on developing requests for mid-year funding for
15 submittal. The City Manager would determine what would go forward to the City Council for
16 consideration. Mr. Eaglen stated that he would notify the board if requests for mid-year funding
17 for the Library would move forward for City Council consideration.
18
19 Mr. Peebles asked about the status of reviewing the hours of operation. Mr. Eaglen replied that
20 staff has been tracking times on task and will have that information available at the May
21 meeting. Mr. Peebles asked the City's position on Sunday hours, and Mr. Eaglen replied that in
22 the course of reviewing the hours of operation, that this option is certainly available. Staff will
23 be working to put together some information necessary for the Board to complete the review of
24 the hours of operation.
25
26 Some issues that the Board suggested would be useful in their review:
27
28 ■ Look at hours used;
29 ■ Look at actual use per hours;
30 ■ Look at Summer / Winter Schedules.
31
32 Agenda Item No. 513, Librarian's Report - Youth Services Librarian Amy Priour provided the
33 report. Ms. Curreri asked what the staff was doing to address low program attendance. Mr.
34 Eaglen replied that this is a long-term fix, and mentioned that in the course of things staff has
35 identified development and implementation of a marketing plan as a priority in the next fiscal
36 year. In the interim, there are a number of things that staff and the Board have been doing to
37 increase opportunities for partnerships, while these efforts may not show immediate results in
38 programming, there is a hope that as cooperation with entities like the school district increase,
39 word of mouth advertising on the Library and related programming will increase and boost
40 participation numbers.
41
42 The Board suggested pursuit of the following items:
43
44 ■ Look at outdoor signage "schedule of events" that are placed in the park;
45 ■ Look at Information Kiosks outside in Town Square.
46
Southlake Library Board Meeting Minutes - April 23, 2003 Page 2 of 6
* * OFFICIAL MEETING MINUTES * *
APPROVED BY MEMBERS OF THE SOUTHLAKE LIBRARY BOARD
1 Agenda Item No. 5131, Library Statistics - Youth Services Librarian Amy Priour reviewed the
2 Library Statistics with the Board.
3
4 Agenda Item No. 5C, Friends of the Southlake Public Library Update - Andrea Curreri reviewed
5 the following items with the Board:
6
7 Reviewed plans for FOSL Book Sale during Art in the Square weekend. There will be a
8 sports memorabilia vendor who lives in Southlake that will donate proceeds above cost
9 for memorabilia items sold over the weekend to FOSL for the Together We Grow
10 Campaign.
11
12 Agenda Item No. 5D, North Texas Regional Library System Update - There was no report
13 provided on this agenda item.
14
15 Agenda Item No. 6A, Acceptance of donation to the Southlake Public Library via Linda Povona
16 - Laura Highlander provided the background information on this item and reviewed the
17 suggested donation. The Board discussed the piece and potential locations. Upon discussion the
18 Board determined that there was not space in the Library for placement of this piece of art. Ms.
19 Curreri asked if there was a Public Art Board that reviews this after the Library Board considers
20 accepting donations of art. Mr. Eaglen replied that there is a Public Art Advisory Committee,
21 and that his interpretation is that the Library Board has the potential to accept the donation, but
22 would need to review this and get a definitive answer. Ms. Cameron asked if there was potential
23 for placement in other City facilities, and Mr. Eaglen replied that he could forward this item to
24 the Public Art Advisory Committee for review.
25
26 Ms. Curreri asked if there were stipulations in the donation policy that prevented the item being
27 sold. Mr. Eaglen stated that with other City policies, donations become the property of the City
28 and most likely there was the ability to do that. Ms. Cameron replied that the donors would most
29 likely want the piece to be placed in the Library. Ms. Highlander stated that the art present in the
30 Library is on loan and that this is a new instance.
31
32 Ms. Firestone suggested that there be some criteria developed that provides guidance for
33 evaluating pieces of art in the future, and Mr. Eaglen replied that this is possible and would be
34 helpful in future instances.
35
36 Motion to deny acceptance of the donation due to the lack of suitability for placement in the
37 Library, and directing staff to send a letter to the donor notifying them that the piece would be
38 directed to the Public Art Advisory Committee for review regarding placement in another City
39 facility.
40
41 Motion: Firestone
42 Second: Curreri
43 Ayes: Cameron, Curreri, Firestone, Peebles
44 Nayes: None
45
46 Motion was approved 4-0.
Southlake Library Board Meeting Minutes - April 23, 2003 Page 3 of 6
* * OFFICIAL MEETING MINUTES * *
APPROVED BY MEMBERS OF THE SOUTHLAKE LIBRARY BOARD
1
2 Agenda Item No. 613, Recommendation to the City Council to revise the Southlake Public
3 Library's Borrower Privileges and Responsibilities Policy regarding the minimum age to obtain a
4 library card - Mr. Eaglen provided that this item was tabled from last month's meeting pending a
5 legal review of the ability of the City to enforce collections for damages or fines from the parents
6 of children younger than 18 years of age who applied for library cards without the consent of the
7 parents to accept responsibility for minors.
8
9 Mr. Eaglen stated that enforcement in collecting fines and/or damages would be limited, but
10 referenced that either the Library could put acceptance of responsibility by parents in school
11 packets at the beginning of the year, or use "soft" approaches similar to the Safe Drivers
12 Program utilized by DPS, where letters sent to parents of young drivers has produced
13 documented desired results. Mr. Peebles stated that strong communication to most kids in this
14 age group will get them to comply with any fines or damages fees that arise.
15
16 Motion to approve a recommendation to revise the policy allowing children age sixteen and up
17 to obtain a library card
18
19 Motion: Peebles
20 Second: Curreri
21 Ayes: Cameron, Curreri, Firestone, Peebles
22 Nayes: None
23
24 Motion was approved 4-0.
25
26 Agenda Item No. 6C, Recommendation to the City Council to revise the Southlake Public
27 Library's Borrower Privileges and Responsibilities Policy regarding establishing requirements
28 for obtaining a Carroll Independent School District student, non-resident (free) library card - Mr.
29 Eaglen provided that this item came out of the meeting with the CISD Librarians on February 10,
30 2003. Ms. Curreri suggested that this item be tabled so that Ms. York may be present to discuss
31 this proposed revision.
32
33 Ms. Cameron suggested that there be some things to change:
34
35 ■ Library Staff members must be present - maybe making the presence of "agent of the
36 Library" versus staff so that there could be some help in accepting applications;
37 ■ Non-resident fees, Section D - are we going to change this to age sixteen to make this
38 consistent?
39
40 Mr. Eaglen replied that these changes would be included for consideration at the next meeting.
41
42 Motion to table this item to the May Library Board Meeting.
43
44
45
46
Southlake Library Board Meeting Minutes - April 23, 2003 Page 4 of 6
* * OFFICIAL MEETING MINUTES * *
APPROVED BY MEMBERS OF THE SOUTHLAKE LIBRARY BOARD
1 Motion: Peebles
2 Second: Firestone
3 Ayes: Cameron, Curreri, Firestone, Peebles
4 Nayes: None
5
6 Motion was approved 4-0.
7
8 Agenda Item No. 6D, Recommendation to the City Council to revise the Southlake Public
9 Library's Computer Use Policy relating to a policy revision regarding the minimum age to obtain
10 a library card - Mr. Eaglen provided the background on this item, and stated that this revision
11 was recommended due to the decision to revise the minimum age.
12
13 Ms. Cameron replied that Karen Cienki fought hard to have "responsible caregiver" in the
14 policy. Ms. Curreri replied that while she doesn't have a problem with that verbiage, what if it is
15 a once-in-a-while babysitter. Ms. Cameron replied that the issue previously was that this
16 provides for in-house caregivers that are indeed responsible for children.
17
18 Ms. Highlander mentioned that there was an instance of an au-pair that came in one time and
19 there was no way to verify that she was indeed a responsible caregiver. Ms. Curreri mentioned
20 that she felt that the current verbiage could be too broad.
21
22 Mr. Peebles asked what the permission form accomplishes. Ms. Highlander replied that this
23 form is the only record that we keep on file, and it gives them access to the computer, and
24 therefore the internet. Mr. Peebles asked why this form needs to be completed prior to getting
25 online. Ms. Highlander replied that their signature acknowledges the policy and accepts
26 responsibility for damages. Mr. Peebles replied that they would be responsible for damages
27 regardless of whether or not they had signed the form, and that they acknowledge the policies
28 when they apply for a library card.
29
30 Mr. Peebles suggested that the filters on the computers provide a barrier to getting to undesirable
31 sites, and Ms. Highlander replied that while there are filters on the computers, no filter is 100%
32 effective. Ms. Cameron suggested that having the filters provides the legal protections that the
33 City has done their best to protect public computers from undesirable websites.
34
35 Ms. Firestone asked what if the child's grandparents brought the kids in, this policy would be
36 restrictive. Ms. Cameron suggested that the permission form be removed from the policy, and
37 Mr. Peebles added that the policy be broken down to the points that patrons need to be aware of
38 at the time they wish to get online.
39
40 Mr. Eaglen asked if we accomplish the same thing by giving them a summary of points and
41 having them sign a daily log sheet. Mr. Peebles replied that this could work.
42
43 Ms. Cameron suggested tabling this item, and Mr. Eaglen suggested that this raises the issue of
44 how the Board will review Policies. Mr. Eaglen said that there needs to be a comprehensive
45 approach, as policies are interconnected.
46
Southlake Library Board Meeting Minutes - April 23, 2003 Page 5 of 6
* * OFFICIAL MEETING MINUTES * *
APPROVED BY MEMBERS OF THE SOUTHLAKE LIBRARY BOARD
1 The Board requested that staff bring forward one or two policies per month for consideration and
2 that they would work through them until they are completed. Mr. Eaglen replied that he could
3 bundle like policies together for the City Council agendas in order to make City Council
4 consideration more efficient and effective.
5
6 Staff will forward a complete set of policies and procedures to the Board.
7
8 There was no action taken on this agenda item.
9
10 Agenda Item No. 7, Other Items - There was no action on this agenda item.
11
12 Agenda Item No. 8, Adjourn - Chair Cameron adjourned the meeting at 8:25 p.m.
13
14
15 ATTEST:
16
17 r
18
19 Maria ameron, Chair
20
21
22
Southlake Library Board Meeting Minutes - April 23, 2003 Page 6 of 6