2003-03-26
* * OFFICIAL MINUTES * *
* * APPROVED BY MEMBERS OF THE LIBRARY BOARD
1 SOUTHLAKE PUBLIC LIBRARY BOARD MEETING
2 Southlake Public Library
3 1400 Main Street, Suite 130
4 Southlake, Texas 76092
5
6 March 26, 2003
7
8 MINUTES
9
10 Board Members Present: Maria Cameron, Chair; Andrea Curreri; Peggy Firestone; Linda
11 Study; Angelique York.
12
13 Board Members Absent: C.D. Peebles.
14
15 Staff Members Present: John Eaglen, Assistant to the City Manager; Laura Highlander,
16 Library Administrator; Jimi Davis, Adult Services Librarian.
17
18 Agenda Item No. 1, Call to Order - Chair Maria Cameron called the meeting to order at 7:00
19 P.M.
20
21 Agenda Item No. 2, Administrative Comments - Mr. Eaglen stated that these comments would
22 be covered throughout the meeting agenda.
23
24 CONSENT AGENDA:
25
26 Agenda Item No. 3A Approval of the Minutes from the December 4, 2002 Library Board
27 Meeting
28
29 Chair Cameron opened discussion of the minutes of the Library Board meeting held on
30 December 4, 2002.
31
32 Motion was made to approve the minutes of the Library Board meeting held on December 4,
33 2002, as presented.
34
35 Motion: York
36 Second: Firestone
37 Ayes: Cameron, York, Firestone, Curreri, Study
38 Nayes:
39 Approved: 5-0
40
41 REGULAR AGENDA:
42
43 Agenda Item No. 4, Public Forum-- Chair Cameron opened the public forum at 7:04 p.m. As
44 there was no speakers for this agenda item, Chair Cameron closed the Public Forum at 7:05 p.m..
45
Library Board Meeting -March 26, 2003 Page I of 4
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* * APPROVED BY MEMBERS OF THE LIBRARY BOARD
I Agenda Item No. 5A, Librarian's Report - John Eaglen stated that he wants to get the Librarians
2 more involved with the Board. Jimi Davis and Amy Priour will be flexible with their roles while
3 Laura Highlander is out of the office on maternity leave. Their involvement with the Library
4 Board will allow more familiarity with the Library staff.
5
6 Agenda Item No. 5.A.1 Update on the Baker & Ta lo~ject to complete processing materials
7 composing the initial library collection - John Eaglen stated that he included the processing stats
8 as of the previous Friday. Baker and Taylor has been here all week and all of the materials from
9 their order have been cataloged. The end process now needs to be completed by the volunteers,
10 which will include stamping, security tagging, and shelving. The next challenge will be to
I I process the books and materials that have been purchased since then as well as the books from
12 Grapevine. Mr. Eaglen stated that the processing of the Grapevine books may take more time
13 because there will be more work involved due to de-processing books and materials from the
14 Grapevine system and re-processing into Southlake's system. The volunteers have made a big
15 difference and allowed the Library to experiment with the use and management of volunteers.
16 The first phase of volunteers were City employees which allowed the staff to familiarize
17 themselves with the Library as well as the challenges involved in the operation. Baker and
18 Taylor admitted that they made a lot of mistakes and put the Library in a difficult situation.
19 They put together an effective plan to help address the problem. Book processing will not slow
20 down because there is still a lot to do.
21
22 Agenda Item No. 5.A.2 Briefing on the development of Southlake Public Library Marketing
23 Gra hic - John Eaglen updated the Library Board on the marketing graphic. Kimberly Dobbs,
24 a Southlake resident, has offered to develop a marketing graphic as well as some art work.
25 Eaglen stated that she would need to work with FOSL and the Library Board later this year to
26 further this project.
27
28 Agenda Item No. 5.A.3 Recap of recent meeting with Librarians from the Carroll Independent
29 School District - John Eaglen stated that the meeting with the CISD Librarians went well. The
30 CISD library gave the Southlake Library a few "book trucks" and were very helpful in the
31, movement between the staging areas set up throughout the building. We are currently working
32 with the CISD Librarians on a summer reading program. Some of the follow up items that were
33 suggested by the CISD Librarians were:
34
35 • What are your thoughts?
36 • What helps you?
37 • How do we help you achieve your mission?
38
39 Agenda Item No. 5.A.4., Library Statistics - Jimi Davis, Adult Services Librarian gave the report
40 on the library statistics for the two previous months.
41
42 Agenda Item No. 5B, Friends of the Southlake Public Library Update - Angelique York gave the
43 FOSL report. FOSL is about ready to make their second $5000 disbursement out of the Together
44 We Grow Fund. Peggy Firestone secured a $3,500 donation which helped FOSL come much
45 closer to reaching the $15,000 goal. Clariden School is hosting a Fun Run benefiting FOSL.
46 The Fun Run will cost $10 per runner and will be held Saturday, April 12, 2003. The race will
Library Board Meeting - March 26, 2003 Page 2 of 4
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* * APPROVED BY MEMBERS OF THE LIBRARY BOARD
1 begin at 8:00 a.m. The next event for FOSL will be the Book Sale. The book sale will be held
2 during Art in the Square, April 25-27, 2003. FOSL is also working on a silent auction to be held
3 that weekend.
4
5 Agenda Item No. 5C North Texas Regional Libraa System Update - There was no discussion
6 on this agenda item.
7
8 Agenda Item No. 5D Communication Procedures with Board and Cit~Staff - Mr. Eaglen stated
9 that this had been an item from the last meeting agenda. As the City Manager's Office has taken
10 on some new responsibilities, Kim Bush will move up and take on some of the PIO duties which
11 will include special event planning. A new secretary position will be made available to replace
12 Kim Bush, and this position will help facilitate communication between staff and the board. Mr.
13 Eaglen requested feedback on effective communication from the Board.
14
15 Agenda Item No 5E Dissolving of Southlake Library Foundation and Alternatives to
16 Developing Southlake Public Library Endowment - John Eaglen updated the Board on a
17 discussion between him and Al Morin held in December 2002 which discussed the dissolving of
18 the Southlake Library Foundation. Eaglen asked the Board to give their opinions and
19 alternatives to developing the Southlake Public Library Endowment.
20
21 Agenda Item No 6A Recommendation to the City Council to revise the Southlake Public
22 Library's Borrower Privileges and Re ponsibilities Policy to establish requirements to obtain a
23 Carroll Independent School District employee (free) libraa card - The was no discussion on this
24 item.
25
26 Motion was made to approve the recommendation to the City Council to revise the Southlake
27 Public Library's Borrower Privileges and Responsibilities Policy to establish requirements to
28 obtain a Carroll Independent School District employee (free) library card.
29
30 Motion: Firestone
31 Second: York
32 Ayes: Cameron, York, Firestone, Curreri, Study
33 Nayes:
34 Approved: 5-0 (APPROVED)
35
36 Agenda Item No 6B Recommendation to the City Council to revise the Southlake Public
37 Library's Borrower Privileges and Responsibilities Policy regarding the minimum age to obtain a
38 librM card - Jimi Davis stated that lowering the minimum age to obtain a library card to 16
39 years of age would help get the teens involved in activities. There was discussion regarding age
40 requirements, guardian signatures, and losses that may be acquired if the age is lowered. A
41 request was made to table the item until legal recommendations were made.
42
43 Motion was made to table the recommendation to the City Council to revise the Southlake Public
44 Library's Borrower Privileges and Responsibilities Policy regarding the minimum age to obtain a
45 library card.
46
Library Board Meeting -March 26, 2003 Page 3 of 4
* * OFFICIAL MINUTES * *
* * APPROVED BY MEMBERS OF THE LIBRARY BOARD
1 Motion: Study
2 Second: York
3 Ayes: Cameron, York, Firestone, Curreri, Study
4 Nayes:
5 Approved: 5-0 (TABLED)
6
7 Agenda Item No 6C Recommendation to the City Manager to consider the designation of a
8 short-term parking space around Southlake Town Hall for library patrons - There was discussion
9 about changing the wording of the statement, that it should read, recommendation to the City
10 Manager to consider the designation of a short-term parking space around Southlake Town Hall
11 for library patrons, which would state "10 minute parking."
12
13 Motion was made to approve the recommendation to the City Manager to consider the
14 designation of a short-term parking space around Southlake Town Hall for library patrons, with
15 changes as discussed.
16
17 Motion: Study
18 Second: Curreri
19 Ayes: Cameron, York, Firestone, Curreri, Study
20 Nayes:
21 Approved: 5-0 (APPROVED)
22
23 Agenda Item No. 7, Other Items - There was no action on this agenda item.
24
25 Agenda Item No. 8, Adjournment - Chair Cameron adjourned the meeting at 8:45 p.m.
26
27
28 ATTEST:
29
30
31
32 aria Cameron, Chair
33
Library Board Meeting - March 26, 2003 Page 4 of 4